An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Office Admin & Assistant Fortress Management, Inc. Kirkland, WA Job Details Full-time $60,000•$85,000 a year 12 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance Qualifications Vendor relationship building Microsoft Excel Computer literacy Scanning Driver's License Calendar management Chauffeur driving Associate's degree Time management Full Job Description Job Overview
OFFICE ADMIN & PROPERTY ADMIN
•80%
PERSONAL ASSISTANT TO CEO
•20%
Position/Title:
Administrative Assistant and Personal Assistant duties supporting
CEO Job Description:
The Administrative Assistant is responsible for general office management and assisting office staff at the corporate office in Kirkland. The Personal Assistant is responsible for handling out-of-the-office errands and other personal tasks for the CEO. (limited after hours may be required)
Administrative Responsibilities:
Receive, screen and direct incoming telephone calls in a courteous, friendly, and prompt manner; provide information to callers and take messages as necessary. Greet and direct guests/visitors. Collect, sort and distribute mail, including courier packages. Secure and maintain office and personal supplies for CEO and office. Oversee petty cash fund. Maintain office filing. Process various reports, forms and other documents using Word and Excel. Assure CEO's office is clean and orderly and maintains professional appearance. Provide support and assistance for late meetings as needed. Track & plan staff birthday/anniversary celebrations. Oversee the acquisition and maintenance of office equipment. Supervise space management in the copy room, organization and effective use to maximize utility, supervise removal of documents into storage, supervise organization of storage facility and document retrieval. Provide administrative support to team. Special projects, as needed.
Property Administration Responsibilities:
First point of contact for all vendor and tenant correspondence. Keep update files of tenant's gross sales, maintenance reports, and Certificates of Insurance. Maintain the third-party reports, mailings, etc. Make copies, scan documents, mail and overnight document delivery, schedule conference calls, follow up on document receipt from outside vendors and service providers. Create Accounts Receivable reports, apply late fees, send out legal default notices. Review and code invoices for payment. Vendor negotiations. Special projects as needed. Personal Assistant to the
CEO Responsibilities:
Assist Principal with personal tasks/projects such as coordination of events, car maintenance, appointments, etc. Driving/accompanying Principal to various appointments as needed, out-of-office errands and/or purchases. Support billing review process by gathering vendor invoices, conducting initial verifications, review them directly with the Principal for approval, and deliver approved invoices to the accounting team for timely payment. Conduct periodic walkthroughs and manage external vendor relationships for repairs, installations, and specialized projects at the Principal's private residence.
Preferred Qualifications:
Ideal candidate should have a minimum of 1 year administrative assistance experience (preferably supporting high profile professional) Unwavering loyalty Commitment to excellence Team player; positive can-do attitude. Willing to ask questions and learn. Reliable, trustworthy, flexible Discretion, good judgment and ability to handle highly confidential material and matters. Exceptional interpersonal skills, works well under pressure and experience working with strong and demanding personalities. Computer proficiency, including knowledge of Microsoft Word, Outlook, and Teams. Accuracy and attention to detail; ability to work quickly and efficiently Excellent organizational and time management skills; able to prioritize Strong communication skills (verbal, written and listening) Able to work under tight deadlines, remain aware of shifting priorities and anticipate "last second" changes Respond expeditiously to diverse assignments and take responsibility for projects from beginning to end Capacity to manage multiple projects independently Take initiative Must have "whatever it takes" attitude Must possess a valid driver's license and a vehicle to use during working hours Willing to dedicate extra hours to get the job completed as needed.
Pay:
$60,000.00•$85,000.00 per year
Benefits:
401(k) Dental insurance Health insurance Paid time off Vision insurance
