Administrative Assistant

ROLE DESCRIPTION: 

This role is responsible for providing administrative and organizational support to up to three Directors on the Program Strategy Team. The primary focus will be supporting the Directors across their full range of work, ensuring follow-through, prioritization, increased bandwidth, and effective coordination of all engagements and work products. This role is a unique hybrid of administrative support and broader project/administrative work in support of the Directors. 

To be successful in this role you will need to be a self-starter who is flexible and adaptable. At times, you will be called upon to stretch your schedule, roll with the punches, and provide rapid responses all while maintaining a high degree of attention to detail, diligence, and confidentiality.  

ROLE RESPONSIBILITIES: 

Strategic Calendar Management 

• Drive Directors priorities and reschedule others; troubleshooting when necessary; collaborating with partners and assistants within Pivotal Ventures and external organizations 
• Balance competing priorities with the internal and external timelines of other teams within the organization; understanding the rhythm for the schedule and building and thinking through impact of events and changes to overall calendar. 
• Coordination of travel planning and schedules for the Directors, including transportation, accommodations, conference/event registrations, travel documentation, etc. 

Organizational Support 

• Develop and implement administrative standards, policies, and document management systems that optimize Directors’ organization.  
• Provide meeting support, scheduling/arranging meetings; distribute materials in advance of meetings as requested, specifically agendas/presentations to external and internal partners on behalf of the Directors. 
• Revision, editing, and proofreading of various documents and PowerPoint presentations.    
• Review, reconciliation, and filing monthly expense reports.  
• Monitoring and maintenance of subscriptions, ID/passwords.   
• Upload and maintain notes and touch points in CRM database

Communication and Collaboration 

• Deliver exceptional, white-glove service to visitors, guests, and partners, ensuring seamless communication, personalized experiences, and a lasting positive impression 
• Manage special projects, support new initiatives and other duties as assigned by the Directors.  
• Answer and screen general solicitation calls and emails sent to the Directors on a as needed basis. 

SKILLS AND COMPETENCIES: 

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

The requirements listed below are representative of the knowledge, skills, and/or behavior required to be successful in this role.  

• Provides holistic support to executives by thoughtfully managing schedules, fostering meaningful interactions with teams, and serving as a collaborative partner rather than a gatekeeper. 
• Excellent interpersonal, oral, and written communication skills and the ability to disseminate information clearly and concisely.  
• Ability to maintain a positive, collaborative, and professional demeanor in stressful and time critical situations and circumstances. 
• Proactive stance, with a consistent track record of completing work on time in a dynamic, fast-paced environment, requiring a high level of attention to detail. 
• Demonstrated attention to detail in composing, typing and proofing materials. 
• Comfort working both independently and as part of a team.  
• Ability to offer creative solutions when faced with challenges and ambiguity; propels work forward by thinking through alternatives to implement the best course of action and work toward solutions within standard practices and procedures. 
• Outstanding people skills and ability to partner collaboratively across teams,  individuals, and multiple organizations, building trusted relationships. treating all with respect and consideration regardless of status or position.   
• High integrity,  upholds honesty and transparency across all actions, and uses discretion with confidential matters and sensitive information.  
• Openness and willingness to learn. Embraces personal growth using mistakes  as a positive teaching tool with the mindset of continuous improvement.  
• Enthusiasm and passion for philanthropy and personal dedication to the important role that women and girls can play in transforming the world. 

QUALIFICATIONS 

• Minimum of 2-4 years of combined experience in an administrative and executive support role with heavy emphasis on calendaring and scheduling.  
• Proficiency in using Microsoft Office (Outlook, Word, Excel, PowerPoint, and OneNote) and Adobe Acrobat.  
• Exceptional organization and time management skills, including an ability to prioritize multiple tasks to meet changing timelines and requests, while strategically thinking ahead; demonstrated ability to juggle multiple and competing demands. 
• Demonstrated experience in maintaining confidentiality and privacy during sensitive situations and able to use discretion with communications, upholds and ensures security and confidentiality of all information. 
• Schedule flexibility, as Directors sit in different time zones (ET, MT and PT) 

PREFERRED QUALIFICATIONS 

• Relevant experience in the following industries: hospitality, public relations, high tech, investment management or executive office.  
• Proficiency in using Workday 

This is a full-time position based in Seattle, WA. Hourly compensation range for this role is from $56.44 - $58.61.  

Benefits include medical, dental, vision, life, long-term disability and long-term care insurance, fertility benefit, backup caregiving solution, 144 hours of vacation, 96 hours of sick leave, 401k, HSA, FSA, discretionary annual target performance bonus and more.