At Quantum Recruiters we focus intently on providing talent to leading employers throughout the Pacific Northwest. We are proud to partner with a family-owned and operated wholesale distribution company to fill the Executive Assistant role.

As the Executive Assistant you will provide direct comprehensive and complex administrative support to the Company President and Chief of Staff while indirectly supporting other top executives as needed. We are seeking a self-starter that is highly technically savvy with computer programs, has previous project management experience and can work with a high degree of professionalism.

Essential Functions

• Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people.
• Provides multi-faceted administrative support and assistance to ensure effective use of the executive's time and productive interactions with staff and the public.
• Manages his/her supervisor’s schedule, meeting preparations, follow-up tasks, and travel arrangements.
• Reconciles expense reports for corporate card and out of pocket reimbursement of expenses for key executives.
• Prepares reports and/or special projects, which may include data collection, coordination, final copy preparation, distribution and may include final presentation.
• Develops positive and strategic relationships at all levels of the organization.
• Uses discretion, judgement, and knowledge of the organization to facilitate key activities while maintaining confidentiality.
• Negotiates contract for executive/division offsite meetings.
• Processes information requests and performs project management duties that may include coordinating conferences, large events, and other company functions.
• Participates in committees, taskforces, special projects and may act as the lead.
• Consistently reads and responds to all correspondence, including own emails and may be required to monitor key executive’s emails and respond on their behalf.
• Maintains historical documentation of records according to State and Federal law.

Skills & Abilities

• Excellent time management, collaboration, personal effectiveness, integrity, flexibility, technical capacity, and composure in stressful situations.
• High level command and proficiency of the English language with a keen attention to detail.
• Proficient knowledge of Microsoft Office products.
• Understanding of databases/project management software.
• Analyze information and evaluate for recommendations of process improvement.
• Proven track record of maintaining confidentiality.
• Effective interpersonal skills; exercising tact in dealing with both internal and external customers.
• Establish and maintain effective relationships, willingness to treat customers and coworkers in a manner consistent with the Company's mission and philosophy.
• Demonstrated ability to exercise sound judgment, initiative, and problem-solving skills.
• Research, analyze, and summarize data, and prepare accurate and logical reports.
• Balance and adjust to changes with multiple priorities.
• Exercise keen time management skills, meet timelines, and due dates.
• Use discretion in responding to sensitive and confidential matters.
• Must present a business-like in manner and dress appropriately for business needs.

Experience Required

• 3-5 years of proven experience as an Executive Assistant preferred.
• Associates degree preferred in Business, English, Accounting, Project Management.