Executive Assistant

Job Locations US-WA-Bellevue
Posted Date 2 days ago(2/21/2018 7:35 PM)
Job ID
2018-1568
# of Openings
1
Category
Administration
Community
Corporate Office

Overview

Transforming Age is a network of services, products and partnerships dedicated to transforming the perception of age and enhancing the lives of older adults. We are a team of dedicated and caring people who have a strong desire to enrich the lives of older adults and our team members. Our workplace emphasizes serving others, team work, our dedication to hospitality and customer service, vigorous innovation and integrity in everything we do.

We are excited to share we are looking for an experienced, outgoing and detail-oriented Executive Assistant to join our growing team! The Executive Assistant independently handles a wide range of administrative and executive support-related tasks for the President and CEO of Transforming Age.

Positions Details

As a key member of the Transforming Age team, our Executive Assistant is responsible for the following:

  • Setting a professional tone at the Corporate office, exhibiting superb discretion and diplomacy
  • Researching, assembling and analyzing data to prepare reports and documents
  • Acting as the Proxy to the CEO; maintaining the CEO’s image and is able to speak on behalf of and represent the CEO on multiple issues and subjects and is committed to projecting and protecting the CEO’s vision, mission and image
  • As the "eyes and ears" of the office, the Executive Assistant keeps CEO informed of organizational issues, potential concerns or conflicts
  • Managing and maintaining the CEO's schedule, appointments and calendar
  • Overseeing the CEO's public relations and ensuring a warm, welcoming demeanor is present in all forms of communication
  • Ensures the CEO is maintaining adequate visibility with key stakeholders, such as residents, team members, Board members, community officials, and others
  • Arranging travel accommodations for the CEO, other Executive Leadership Members and Consultants working with Transforming Age
  • Researching capital expenditures for the organization and understands budget variances
  • Negotiating contracts for capital purchases and other corporate expenditures
  • Composing administrative policies and procedures
  • Running periodic errands to purchase recognition gifts and arrange for special events
  • Remaining privy to Corporate office operating practices and implements improvements where needed
  • Communicating and handling all incoming and outgoing communications, both electronic or via phone
  • As Secretary to the Transforming Age Board of Directors, the Executive Assistant:
    • Drafts and edits reports, prepares board meeting materials, distributes board packets and attends all Transforming Age Board Meetings
    • Records, transcribes and distributes Board Meeting Minutes at board meetings, committee meetings, executive leadership meetings and other engagements as needed
    • Assists CEO with preparation of presentation materials
    • Is proficient in drafting correspondence to residents, the Board of Directors, other Transforming Age stakeholders, community officials and others relevant parties
  • Reviewing and summarizing miscellaneous reports and documents
  • Prioritizing and managing multiple projects simultaneously, following through on issues in a timely manner
  • Promoting the Mission, Vision and Values of Transforming Age in all areas of responsibility
     

Our ideal candidate will:

 

  • Understand what it means to be a true team player, have fun, and work hard and is not afraid to roll up their sleeves and work collaboratively with others
  • Have the ability to be three steps ahead of the CEO and always be thinking of "what's next"
  • Possess a high caliber of organizational skills and enjoy the administrative challenges of supporting a CEO within a growing organization
  • Have a natural ability to interact with team members at all levels in a fast-paced environment, sometimes under intense pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism, poise and confidentiality
  • Exhibit expert-level written and verbal communication skills
  • Showcase stellar decision-making abilities, superb attention to detail, and strong judgement and problem-solving skills
  • Manage a calendar like a pro! This means coordinating complex executive meetings with a multitude of constituents 
  • Be able to handle frequent interruptions and changing priorities
  • Be able to build and maintain meaningful relationships with team members 

 

Required Education and/or Equivalent Experience 

 

  • Bachelor's or Master’s degree in business or related field or equivalent experience
  • Experience supporting executives at high levels and in fast-paced environments
  • Experience with event planning and managing special projects with multiple time lines and deadlines
  • Advanced proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook and databases; highly proficient in creating PowerPoint presentations
  • Able to synthesize information and create reports
  • Experience scheduling travel arrangements

 

Transforming Age provides an impressive benefits package for our team members including comprehensive medical, dental, generous paid time off and other outstanding programs. Transforming Age is a drug and alcohol-free employer. Criminal background and drug test will be required upon contingent offer of employment. 

 

Come join us and help us fulfill our vision to Transform the Perception of Age.

 

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