• Office Operations Administrator

    Job Locations US-WA-Seattle
    Posted Date 4 weeks ago(5/30/2018 3:49 PM)
    Job ID
    2018-1392
    Category
    Corporate Services
  • Overview

    This position provides a high-level of administrative support primarily to the COO and other members of the senior management team. Responsible for executing daily administrative functions including but not limited to: coordinating and maintaining executive calendars, greeting guests, minor bookkeeping related to expense reports and office check printing, booking travel, creating executive reports and presentations, preparing incoming/outgoing communications both written and verbal, as well as coordinating meetings and special events. Must be technically savvy in operating all office equipment and exhibit a high-level proficiency in Microsoft Office programs. Qualified candidates should thrive in a fast-paced and demanding work environment and be able to exhibit the utmost professionalism and confidentiality at all times. This position is non-exempt from overtime and reports to the Chief of Operations. 

    Responsibilities

    • Provide high-level administrative support to the COO and other members of the senior management team.
    • Create executive level reports and presentations in Word, Excel and PowerPoint, including creation of charts and graphs and importing between these applications. Reformat existing reports, presentations and spreadsheets for uniformity and professional delivery.
    • Coordinate meetings and conferences in a manner that will professionally represent Icicle. Open calls, order meals, clean and organize the meeting rooms before and after use, greet visitors and escort them to and from meetings.
    • Manage electronic calendars, appointments, meeting requests and contact lists for executives. Keep executives on top of appointments.
    • Assist with COO's office and building common area organization and upkeep.
    • Manage domestic and foreign travel arrangements and reservations on behalf of senior management team. Involved in reviewing travel policies and programs to ensure that they are aligned with company standards.
    • Provide organized file management and document retention for all transactions and corporate matters. This includes paper and electronic file management. 
    • Consistently maintain the utmost professionalism, positive rapport, and confidentiality in all business dealings.
    • Organize, collate and review expense reports. Properly code charges to appropriate G/L’s.
    • Utilize technical skills to research various topics, analyze information, and report findings in technically accurate and concise formats.
    • Assist executives and upper management with a variety of tasks and projects.
    • Other duties as assigned.

    Qualifications

    • Minimum 5 years’ experience providing administrative support at the executive level.
    • Advanced computer proficiency in Excel, Word, Outlook and PowerPoint; especially Excel proficiency including charts and graphs and advanced Power Point skills.
    • Previous experience managing heavy electronic calendaring for executives.
    • College level reading, writing, comprehension and analytical skills.
    • Accurately type 80+ wpm.
    • Strong verbal and written communication skills including excellent telephone etiquette and interpersonal skills.
    • Meticulous attention to detail. Strong time and project management skills.
    • Proven ability to effectively manage stress and control multiple and competing priorities in a fast-paced environment.
    • Available to work extended hours as needed on weekdays, weekends and holidays. Consistent, predictable and reliable attendance is an essential function of this position.
    • Thrives in a culture of collaboration, speed, excellence and fun within the work environment.

    Working Conditions

    This is a full-time position based in the Seattle, WA administration office with the likelihood of overtime. Standard work schedule is Monday-Friday, 8:00am-5pm with extended hours as needed to meet business needs and project deadlines.

     

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