Administrative Assistant

The Administrative Assistant is responsible for providing administrative support to three Directors on the Principal Communications Team, including strategic calendar management and support with travel planning, logistics, and expense tracking. A member of the team's Strategy, Measurement and Operations function, the Administrative Assistant will also support and coordinate in-office and off-site communications events and activities and support the team's overall Rhythm of the Business and information flow.

To be a successful Administrative Assistant, you will need to be a self-starter with the ability to remain flexible and adaptable. At times, you will be called upon to stretch your schedule, roll with the punches, and provide quick thinking all while maintaining a high degree of attention to detail, diligence, and confidentiality. Comfortability with ambiguity combined with a sense of humor is essential.

ROLE RESPONSIBILITIES

Administrative Support for Directors

• Strategic calendar management for the Directors, including driving priorities and rescheduling others; troubleshooting when necessary; collaborating with partners and assistants within Pivotal Ventures and external organizations; balancing competing priorities with the internal and external deadlines 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.
• Review, reconciliation, and filing monthly expense reports in Workday
• Maintenance of contacts, ensuring information is accurate and up to date, and logging correspondence and touchpoints in Salesforce CRM
• Perform related clerical tasks such as printing, photocopying, mailing, and scheduling conference rooms
• As requested, provide support on high-priority meetings, including the development of agendas and materials

Administrative Support for Principal Communications Team

• Lead logistics planning for team retreats, meetings, and gatherings, in partnership with Executive Business Partner, Project Manager, and Director
• Support information flow, internal communications, and rhythm of the business for the Principal Communications Team
• Provision of high-level customer service to all visitors, guests, and partners
• Manage all team gifting needs from fruition to delivery
• Monitor and maintain subscriptions, ID/passwords for the team
• As needed, complete local errands in support of team meetings and activities
• Other duties as assigned

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:

• Proven record of providing high-quality and responsive administrative support including, but not limited to, calendar management, travel planning, expense report reconciliation and document management
• Excellent interpersonal, oral, and written communication skills and the ability to disseminate information clearly and concisely. Ability to maintain a positive, cooperative, and professional attitude in stressful and time sensitive situations and circumstances
• Exceptional organization and time management skills, including an ability to prioritize multiple tasks to meet changing deadlines and requests, while strategically thinking ahead; demonstrated ability to juggle multiple and competing demands
• Proactive stance, with a proven track record of working in a dynamic, fast-paced environment, requiring a high level of attention to detail
• Demonstrated attention to detail in composing, typing and proofing materials
• Proficiency in using Microsoft Office (Outlook, Word, Excel, PowerPoint, and OneNote) and Adobe Acrobat
• Comfort working both independently and as part of a team
• Ability to offer creative solutions when faced with challenges and ambiguity; ability to think through alternatives to implement the best course of action and work toward solutions
• Outstanding people skills and ability to interface with diverse groups, individuals and across multiple organizations, treating all with respect and consideration regardless of status or position. A proven ability to quickly build and sustain positive relationships
• Demonstrated experience in maintaining confidentiality and privacy during sensitive situations and able to use discretion with communications. Must be able to uphold and ensure security and confidentiality of all information
• High integrity, sound judgment in decision-making, and discretion with confidential matters and sensitive information
• Openness and willingness to learn. Uses failures as a positive teaching tool with the mindset of continuous improvement
• Active listener with an ability to collaborate across teams and organizations; communication skills suited for a broad range of audiences and individuals
• Enthusiasm and passion for philanthropy and personal commitment to the important role that women and girls can play in transforming the world

REQUIRED QUALIFICATIONS

• Minimum of 3-5 years of combined experience in an administrative and executive support role with heavy emphasis on calendaring and scheduling
• Schedule flexibility, as Directors sit in different time zones (ET and PT)

PREFERRED QUALIFICATIONS

• Experience in the following industries preferred: public relations, communications, marketing, high tech, executive office

This position is based in Kirkland, WA. Hourly compensation range for this role is from $53.65 - $55.72/hour