Executive Assistant
Seattle, WA
Full Time
Administrative
Mid Level
Olson Kundig is a design practice founded on the idea that buildings can serve as a bridge between nature, culture, and people and that inspiring surroundings have a positive effect on people’s lives. The firm’s work can be found across the globe, with projects as wide-ranging as huts to high rises, homes—often for art collectors—to academic, cultural and civic projects, museums and exhibition design, places of worship, creative production, urban design, and interior design.
Currently, we are seeking an Executive Assistant in our Seattle office who will provide executive-level support to a remote Principal at the firm.
Position Description
The primary responsibilities of this role are to maintain the Principal’s schedule, coordinate with internal stakeholders and external clients, provide logistical and travel support, and work on project and operations-related projects. While the Principal works remotely from the Seattle office, this role will report directly to the Principal and will be based in Olson Kundig’s Seattle, WA (Pioneer Square) office.
Primary Responsibilities:
Schedule, Travel & Expense Tracking
Currently, we are seeking an Executive Assistant in our Seattle office who will provide executive-level support to a remote Principal at the firm.
Position Description
The primary responsibilities of this role are to maintain the Principal’s schedule, coordinate with internal stakeholders and external clients, provide logistical and travel support, and work on project and operations-related projects. While the Principal works remotely from the Seattle office, this role will report directly to the Principal and will be based in Olson Kundig’s Seattle, WA (Pioneer Square) office.
Primary Responsibilities:
Schedule, Travel & Expense Tracking
- Maintain an accurate and detailed calendar for the Principal daily to avoid potential overlaps.
- Manage and log incoming meeting requests, re-schedule meetings upon request, proactively communicate changes and anticipate and respond to scheduling conflicts.
- Meetings will be with internal design teams and external client-facing meetings, often across multiple time zones.
- Monitor and track the Principal’s tasks and projects to ensure they are properly prioritized according to deadlines and organizational developments.
- Communicate daily with the Principal on the status of various tasks regularly in an agreed-upon format.
- Organize internal and external meetings for the Principal, including logistical and substantive preparation.
- Manage the Principal’s travel schedule with high attention to detail to plan all logistics and arrangements.
- Track and submit credit card expenses, coding correctly to appropriate billing codes through the firm’s expense tracking software.
- Complete and submit weekly timesheets each Monday to support the Principal’s billable hours.
- Manages and delivers essential information, updates, and announcements.
- Facilitates effective and efficient communication between other executive assistants, and project teams and ensures alignment with executive priorities and productivity.
- Requires skilled strategies for remote communication, including regular presence online for issues or questions that arise, thinking several steps ahead, outlining questions in advance of meetings, and strong task-tracking skills.
- Prepare documentation and meeting notes if asked to participate in ongoing project meetings, as needed, to track action items.
- Determine action items from the Principal’s meetings and take action on filing assets, setting up the following meetings, and following up with project team members for the next steps.
- Communicate with team members and track the status of tasks for the Principal to ensure work is tracking and being completed
- Two (2) years of post-graduate experience
- Two years’ experience providing high-level administrative support to executives.
- An independent self-starter with a tenacious focus and a growth mindset.
- A strong focus on finding solutions while engaging others positively and enthusiastically.
- Ability to provide occasional emergency response/support outside normal business hours
- Ability to write professionally, succinctly, politely
- Highly proficient with MS Office – Outlook, PowerPoint, Excel, Word, and MS Teams.
- Proficient with online meeting systems such as – Zoom, GoToMeeting, MS Teams, etc.
- Demonstrated expertise in travel management and managing travel itineraries.
- Experience working in the A/E/C industry, more specifically the Interiors sector
- Familiarity and experience with Miro software
What can you expect from us?
- A creative work environment and colleagues who are collaborative, creative, and challenging
- Opportunity to grow professionally with excellent projects
- Check our culture page to learn about life at Olson Kundig
In addition to a dynamic and creative culture, Olson Kundig provides a generous benefits package that includes 16 days of paid time off, paid holidays, health plan, 401k match, bonuses, profit-sharing plans for qualified positions, a monthly travel subsidy for public transportation, and more.
As a firm, we are committed to pay practices that are fair, competitive, and reflect internal pay equity. At the time of posting this job, the hiring range for this position in Seattle is between $80,000 and $90,000 annually. Final salary decisions are made based upon the extent and relatedness of the candidate’s education and experience and considering internal equity and external market factors.
All applicants must be legally authorized to work in the United States without sponsorship and must already possess long-term work authorization.
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