• General office organization.<br>• Assist with calendar management and scheduling on behalf of others.<br>• Assists with the coordination and scheduling of office/building maintenance activities.<br>• Coordinate conference room reservations and ensure cleanliness and readiness for users.<br>• Organize department lunches, meetings, events and business travel.<br>• Greet, host, provide support for guests, visitors and employees<br>• Sort, organize and distribute incoming mail. Prepare and send outgoing mail and packages.<br>• Prepare and distribute general correspondence and memos.<br>• Assist with creating and organizing procedural documents and manuals.<br>• Organize, compile and prepare reports for distribution.<br>• Create and/or maintain physical and virtual filing systems in an accurate and organized manner.<br>• Maintain and update employee, client, and customer contact databases.<br>• Monitor email, phones and work order system; ensuring prompt and courteous responses and directing correspondence to appropriate personnel as needed.<br>• Respond and follow through on requests for information and communication with all levels of management with minimal supervision.<br>• Resolve problems associated with building services including: janitorial, mailroom, copier, parking, badging, and conference rooms.<br>• Support compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.<br>• Assist team members with property budget preparation and recurring reporting, as requested.<br>• Assist engineers with recording and billing, as appropriate, monthly utility meter readings.<br>• Assist with bidding processes and contract creation, execution, and tracking.<br>• Assist with the creation and processing of purchase orders.<br>• Assist with the management of fire alarm impairments.<br>• Assist with the management of inventory system, including counting inventory of parts on hand and intake of new parts.<br>• Gather W-9’s from contractors and vendors, and aid in new vendor set-ups as needed.<br>• Assist in preparing and updating project reports to track budgets, contract values, invoices and schedules.<br>• When applicable, assist in preparing estimates and obtaining approval from tenants prior to initiating work on their behalf. Follow-up and communicate with stakeholders throughout the project. Assist with billing as needed.<br>• Maintain confidentiality as you support HR and account leadership in recruiting, onboarding, offboarding, and meeting with candidates and employees.<br>• Aid new employees with obtaining their badge, email account, computer, peripherals, VPN access, etc. Follow-up and troubleshoot issues with them as necessary.<br>• General and ad hoc administrative support of the property<br>• Any and all other duties and tasks assigned.<br><br><br>Administrative Assistant,Administrative Assistance,Answering Inbound Calls,Administrative Office,Data Ent
<p>We are looking for a reliable and detail-oriented Administrative Assistant to support daily operations for a team located in Kirkland, Washington. This contract opportunity is ideal for someone who enjoys multitasking, staying organized, and contributing to a collaborative office environment.</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Manage calendars, schedule meetings, and coordinate appointments</li><li>Prepare and edit documents, reports, and correspondence</li><li>Handle incoming calls, emails, and mail distribution</li><li>Maintain filing systems and ensure records are up to date</li><li>Order office supplies and manage inventory</li><li>Assist with travel arrangements and expense reporting</li><li>Support internal team communications and project tracking</li><li>Provide general administrative support across departments</li></ul><p><br></p>
<p>We are looking for a meticulous Administrative Assistant to join our team in Seattle, Washington. This is a contract position where you will play a pivotal role in ensuring smooth office operations and supporting key administrative tasks. The ideal candidate thrives in a fast-paced environment, excels at multitasking, and is passionate about providing organizational support.</p><p><br></p><p>Responsibilities:</p><p>• Manage scheduling and appointments using Microsoft Outlook, ensuring all timelines are consistently met.</p><p>• Handle incoming and outgoing mail, including sorting and distributing correspondence.</p><p>• Oversee contract administration tasks such as obtaining signatures, scanning, and filing important documents.</p><p>• Coordinate travel arrangements, including creating detailed itineraries.</p><p>• Prepare for meetings by organizing materials and ensuring all logistics are in place.</p><p>• Monitor and replenish office supplies to maintain a well-stocked work environment.</p><p>• Coordinate recognition efforts for staff birthdays and anniversaries.</p><p>• Audit and maintain calendars to ensure accuracy and organization.</p><p>• Provide receptionist duties, including answering inbound calls and directing inquiries.</p><p>• Support general data entry tasks to maintain accurate records and documentation.</p>
<p>We are looking for an experienced Executive Assistant to support senior leadership in a dynamic and fast-paced environment. This role requires a high level of organization, attention to detail, and the ability to anticipate needs while managing multiple priorities. The ideal candidate will excel in calendar management, travel coordination, and event planning, bringing a proactive and experienced approach to their work.</p><p><br></p><p>Responsibilities:</p><p>• Manage executive-level calendars, ensuring seamless scheduling and prioritization of appointments.</p><p>• Coordinate complex domestic and international travel arrangements, including itineraries and logistics.</p><p>• Organize and oversee high-end events, such as executive dinners and special experiences.</p><p>• Assist with project coordination, ensuring deadlines are met and deliverables are completed.</p><p>• Act as a gatekeeper to protect leadership's time and focus, aligning activities with organizational priorities.</p><p>• Learn and adapt to existing processes before recommending improvements.</p><p>• Foster collaboration in a startup-style environment, taking initiative and embracing flexibility.</p><p>• Communicate effectively with internal and external stakeholders, maintaining an experienced and detail-oriented demeanor.</p><p>• Handle confidential information with discretion and integrity.</p><p>• Provide general administrative support to ensure smooth daily operations.</p><p><br></p><p>The salary range for this position is $100,000 to $150,000 + bonus.</p><p><br></p><p>Benefits:</p><p>Medical/Dental/Vision (one plan 100% covered)</p><p>401k with match</p><p>Stock options</p><p>Unlimited PTO</p><p>6 paid holidays</p>
<p>We are looking for a detail-oriented and proactive Administrative Assistant to join our team in Seattle, Washington. In this contract role, you will play a pivotal part in ensuring seamless organization, communication, and project management across various departments. The ideal candidate will thrive in a dynamic environment, managing schedules, maintaining records, and supporting billing and estimation processes with precision.</p><ul><li>Organize digital and physical project files, ensuring accuracy and accessibility.</li><li>Manage calendars and coordinate appointments with clients and vendors.</li><li>Assist in preparing estimates and reconciling budgets.</li><li>Prepare, review, and track invoices while collaborating with accounting teams to follow up on outstanding payments.</li><li>Help track design revisions, approvals, and client communications to ensure consistency throughout projects.</li><li>Facilitate progress tracking with shared folders, checklists, and detailed reports.</li><li>Coordinate materials, vendors, and meetings to ensure smooth workflows.</li><li>Occasionally visit client sites to gather on-the-ground context and details that improve project execution.</li><li>Take initiative and anticipate team needs by proactively addressing issues and ensuring operational efficiency.</li><li>Organize spreadsheets and schedules with precision, supporting the team in tracking and achieving project milestones.</li><li>Enjoy working behind the scenes to make the designer's work easier, bringing reliability, positive energy, and professionalism to each task.</li><li>Deliver thoughtful support by collaborating with the designer to understand client needs and logistics, ensuring no critical details are missed.</li></ul><p><br></p>
<p>We are looking for a detail-oriented, part-time Office Assistant to join our team in Seattle, Washington. This long-term contract position is ideal for someone who thrives in a dynamic environment and enjoys managing diverse office operations to ensure smooth day-to-day functionality. The role involves coordinating with vendors, maintaining office supplies, and supporting administrative needs to promote a productive workplace.</p><p><br></p><p>Responsibilities:</p><p>• Part-time (20 hours a week) </p><p>• Oversee daily office operations, including organizing inventories, maintaining facilities, and ensuring the workspace remains functional and welcoming.</p><p>• Schedule and manage maintenance tasks by coordinating with service providers such as landscapers, handymen, and vendors.</p><p>• Identify and address building maintenance needs proactively, resolving issues by working with relevant teams.</p><p>• Monitor office supplies and snacks, placing timely orders to ensure availability.</p><p>• Manage incoming and outgoing mail while collaborating with Executive Assistants to align with office schedules and events.</p><p>• Plan and prioritize operational tasks to guarantee seamless workflows for staff and visitors.</p><p>• Build relationships with external vendors and clients to meet internal operational requirements.</p><p>• Perform receptionist duties such as answering calls, greeting visitors, and directing inquiries.</p><p>• Handle clerical tasks, including document scanning and filing to maintain organized records.</p><p>• Assist in coordinating office activities and ensuring alignment with organizational goals.</p>
<p>We are looking for a highly organized and proactive Executive Assistant to join our team in Tukwila, Washington. This Contract-to-permanent position offers an exciting opportunity to support executive-level operations and contribute to various business initiatives. The ideal candidate will have experience in commercial real estate, excel in communication, multitasking, and maintaining confidentiality while ensuring smooth daily operations.</p><p><br></p><p>Responsibilities:</p><p>• Draft, edit, and proofread correspondence, reports, presentations, spreadsheets, invoices, contracts, and other essential documents.</p><p>• Act as a key liaison to facilitate effective communication between executives and internal and external stakeholders.</p><p>• Schedule, prepare for, and attend meetings by creating agendas, taking detailed notes, and recording minutes.</p><p>• Develop familiarity with company holdings and maintain relationships with key stakeholders.</p><p>• Provide support for business and real estate projects, including organizing shared electronic files and conducting research as needed.</p><p>• Manage executive calendars, ensuring all meetings and appointments are efficiently coordinated.</p><p>• Organize and maintain files while ensuring proper document management processes are followed.</p><p>• Oversee company website updates, working closely with web design services and ensuring branding guidelines are followed.</p><p>• Monitor vendor relationships for office services and ensure quality service delivery.</p>
<p>We are looking for a dedicated Administrative Coordinator to join our team in Tukwila, Washington. This long-term contract position requires someone with strong attention to detail who can handle a variety of administrative tasks while supporting multiple teams and programs. The ideal candidate will excel at managing schedules, coordinating events, and conducting research to ensure compliance with guidelines and requirements.</p><p><br></p><p>Responsibilities:</p><p>• Coordinate and manage scheduling for all departments and locations including development opportunities, mandatory state trainings, and meetings.</p><p>• Conduct research to verify credentials, training requirements, and appropriate offerings for scheduled activities.</p><p>• Organize and oversee events, ensuring all logistics are handled efficiently.</p><p>• Collaborate with other locations, programs and leaders to ensure compliance with state guidelines.</p><p>• Make outbound calls other organizations to follow up on program requirements and funding.</p><p>• Assist with budgeting and funding for departments, ensuring proper allocation of resources.</p><p>• Facilitate safety-related projects, including contacting donors and coordinating safety equipment logistics.</p><p>• Utilize Google Suite tools, such as Sheets, Forms, and Calendars, to manage administrative tasks effectively.</p><p>• Support grant management activities by completing assigned tasks and maintaining relevant documentation.</p><p>• Provide warm calling support, ensuring thorough follow-up with donors and stakeholders.</p>
