Executive Admin Assistant 3

Job Description: Administrative Assistant to VP

Location: Bellevue, WA 98007
Duration: 12+ Month Contract (with potential extension based on performance)
Schedule: Monday–Friday, Standard Business Hours

About the Role

We are seeking a highly organized, proactive, and detail‑oriented Administrative Assistant to support a Vice President and their leadership team. This role requires exceptional judgment, strong communication skills, and the ability to manage complex schedules, logistics, confidential information, and cross‑functional coordination with efficiency and discretion.

You will serve as a trusted partner, ensuring smooth daily operations and enabling the executive to focus on strategic priorities.

Minimum Qualifications

• Bachelor’s degree preferred
• 5–7+ years of administrative experience supporting VP‑level or senior executives
• Demonstrated experience managing complex calendars, travel, and executive communications

Top Skills

• Operational Excellence – Strong execution, organization, and attention to detail
• Communication & Discretion – Clear communicator with exceptional judgment
• Proactive Mindset – Anticipates needs and solves problems ahead of time

Responsibilities

Executive Support & Operations

• Manage complex, dynamic calendars, including prioritization of meeting requests and conflict resolution.
• Oversee end‑to‑end planning of domestic and international travel, including itineraries, accommodations, and logistics.
• Coordinate meetings, events, offsites, and leadership engagements; handle logistics such as rooms, AV, materials, and visitor support.
• Screen, prioritize, and route communications; identify urgent items requiring executive attention.
• Prepare and edit presentations, reports, spreadsheets, correspondence, and other executive‑level documents.
• Maintain and organize confidential records, files, and department documentation.

Cross‑Functional Coordination

• Serve as a liaison between the executive, internal teams, and external stakeholders.
• Build strong relationships with administrative partners to coordinate schedules, meetings, and shared initiatives.
• Support onboarding/offboarding activities for team members, including equipment requests and access setup.

Administrative Operations

• Process and track expense reports with high accuracy and timeliness.
• Handle general office management, including supplies, inventory, facilities support, and vendor coordination.
• Triage basic hardware/software issues and submit IT requests when needed.
• Support special projects, committees, and departmental initiatives as assigned.
• Manage organizational charts, seating plans, and departmental communications.

Professionalism & Confidentiality

• Handle sensitive information with the utmost discretion.
• Maintain positive relationships across teams and with external partners.
• Support executive recognition activities (thank‑you notes, policy‑based gifting, to promote strong team culture.

Preferred Qualifications

• 8+ years of experience as an Executive Assistant supporting VP‑level or above
• Advanced proficiency with Google Workspace or Microsoft Office Suite (Docs/Word, Sheets/Excel, Slides/PowerPoint)
• Experience creating executive‑level presentations, reports, and dashboards
• Ability to read, interpret, and prepare executive‑level documents and communications
• Strong interpersonal skills with the ability to work across all organizational levels
• Ability to stay organized, manage multiple priorities, and operate with minimal supervision
• (Optional) Bilingual in Korean and English