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bookkeeper administrative assistant

Stack Resources

Job Summary We are seeking a detail-oriented and proactive Bookkeeper and Administrative Assistant to join our dynamic team. In this vital role, you will manage day-to-day financial recordkeeping, AR/AP, ensure accuracy in accounting processes, and support the organization&rsquo;s financial health. This position offers a unique opportunity to learn the Home Decor industry.Responsibilities<ul><li>Maintain accurate general ledger accounting by recording journal entries, reconciling accounts, and ensuring compliance with GAAP (Generally Accepted Accounting Principles).</li><li>Manage accounts payable and accounts receivable processes, ensuring timely payments and collections.</li><li>Prepare monthly and annual detailed financial reports, including balance sheets, income statements, and cash flow statements.</li><li>Process payroll.</li><li>Maintain accurate Sales Commissions</li><li>Assist with governmental accounting requirements, including gathering tax information for CPA</li><li>Perform bank and account reconciliations regularly to verify transaction accuracy and resolve discrepancies promptly.</li></ul>Skills<ul><li>Strong proficiency in accounting software such as QuickBooks.</li><li>At least 5 years experience with corporate accounting</li><li>Ability to perform balance sheet reconciliation, general ledger accounting, and account analysis efficiently.</li><li>Familiarity with financial concepts including debits &amp; credits, journal entries, bank reconciliation, and account reconciliation processes.</li><li>In-depth knowledge of payroll processing and sales commissions.</li><li>Strong technical skills in financial software applications combined with high attention to detail.</li><li>Join us if you&rsquo;re passionate about precision in finance! We value energetic professionals eager to contribute their expertise in bookkeeping while supporting our organization&rsquo;s growth through meticulous financial management.</li></ul>Pay: $28.38 - $33.00 per hourBenefits:<ul><li>Paid time off</li></ul>Work Location: Hybrid remote in Seattle, WA 98119

Bookkeeper / Administrative Assistant

Ogletree Deakins

<div>Position Summary:
<div>
Our Seattle, WA office is looking for a Practice Assistant to join our growing firm. On a day-to-day basis, works under the direction of attorneys and paralegals to whom the Practice Assistant is assigned. Under general supervision, supports the delivery of quality legal services to clients by providing secretarial and administrative assistance to attorneys, performing complex and specialized secretarial and clerical tasks, and working collaboratively and cooperatively with others in a team-oriented environment. This position supports multiple attorneys as primary assignments and also provides back-up secretarial assistance to other attorneys as assigned. May also provide back-up to receptionist as necessary, depending on size of office.</div>
Essential Functions:
<ul><li>Preparing Documents: Using word processing and document management software, the Practice Assistant prepares and processes correspondence and memoranda as well as complex legal documents according to the requirements set by each practice group. Independently composes and drafts routine cover letters and documents. Proofreads documents and checks for appropriate formatting, spelling and grammar. Prepares revisions and redlines documents as directed. Prepares documents for e-filing as required.</li><li>
Processes Mail: Reviews and routes incoming mail and fax communications. Prepares and processes outgoing mail and faxes, arranging for specialized mail or messenger services as required. Ensures that all attachments, exhibits and enclosures are included.</li><li>
Maintains Calendar: Maintains and updates the calendars for assigned attorneys, including meetings, appointments, due dates, and client-related activities.</li><li>
Maintains Files: Maintains paper and electronic files in compliance with internal policies. Performs routine filing and retrieves files as needed. Maintains chronological files and administrative files for assigned attorneys.</li><li>
Timekeeping: Prepares time entries for assigned attorneys and submits in a timely manner. Prepares expense reimbursement and disbursement requests. Prepares billing letters and coordinates client billing matters with the Billing Department in Greenville.</li><li>
General Administrative Support: Prepares and processes new matter documents. Receives and screens phone calls and takes message as required. Receives and directs clients and visitors. Coordinates travel arrangements, prepares itineraries, and prepares travel expense reports. Schedules meetings and arranges for conference rooms and meals. Communicates effectively and professionally with clients and with others in the Firm. Is proactive in anticipating the business needs of the assigned attorneys; plans ahead and meets deadlines.<ul><li>
The Practice Assistant may be responsible for additional administrative assistance and may, on occasion:<ul><li>
Assist with mentoring new office staff</li><li>
Assist with piloting new software</li></ul></li></ul></li></ul>
Requirements:
<ul><li>4+ years of experience as a practice assistant or legal secretary</li><li>
Knowledge of legal terminology, legal documents and legal processes</li><li>
Accurate typing of at least 70 words per minute</li><li>
Strong computer proficiency in the use of MS Office, document management, time entry, e-filing and database software</li><li>
Excellent communication skills, written and verbal</li><li>
Understanding of correct grammar, spelling and punctuation</li><li>
Strong proofreading skills</li><li>
Superior organizational skills including filing, calendaring, and proofreading</li><li>
Time management skills and ability to work independently as well as with a team</li><li>
Regular predictable attendance</li></ul><div>
Please note, we are not working with outside recruiters for this position.
</div>Benefits:
<div>
In accordance with the Washington Equal Pay and Opportunities act, the expected salary range for this Washington position is between $59,000 and $89,000. Actual pay will be adjusted based on experience, geographic location, and other job-related factors as permitted by law. This position qualifies for the benefits below.</div><div></div><div> 
Ogletree Deakins offers a robust suite of benefits for our Staff including: Paid Time Off, Paid Sick Leave, a 401(k) matching program, Profit Sharing, Paid Holidays, Paid Parental Leave, affordable Health and Life Insurance including Dental &amp; Vision coverage, Health Savings Account /Flexible Spending Accounts to help offset the cost of dependent care and/or health care expenses, Tuition Reimbursement and an Employee Assistance Program.</div>
Contact Information:
<div>
If you have questions, please e-mail Brooklyn Butler at brooklyn.butler@ogletree.com with &quot;Practice Assistant &ndash; Seattle&quot; in the subject line. Please note, applications submitted via e-mail will not be considered.</div>
Firm Overview:
<div>
Ogletree Deakins is one of the largest labor and employment law firms representing management in all types of employment-related legal matters. Best Law Firms&reg; has named Ogletree Deakins a &ldquo;Law Firm of the Year&rdquo; for 14 consecutive years. In the 2025 edition, the publication named Ogletree Deakins its &ldquo;Law Firm of the Year&rdquo; in the Litigation &ndash; Labor and Employment category. Ogletree Deakins has more than 1,100 attorneys located in 60 offices across the United States and in Europe, Canada, and Mexico. The firm represents a diverse range of clients, including many of the Fortune 50 companies in the U.S.</div><div>
We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments.</div><div>
Equal Opportunity Employer.</div></div>

Practice Assistant

ALLEN INSTITUTE

<div>Executive Assistant
The mission of the Allen Institute is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.
The mission of the Allen Institute for Immunology is to advance the fundamental understanding of human immunology through the study of immune health and diseases where excessive or impaired immune responses drive pathological processes. The Institute will employ a multi-disciplinary team approach in collaboration with academic centers of human immunology to generate novel mechanistic insights into the immune synapse in health and in diseases such as autoimmunity or oncology. The Institute will simultaneously provide a foundational data set and tools for future immunological research as well as a novel collaboration portal for the broader scientific community.
We are seeking an Executive Assistant to provide a range of administrative, planning, and executive level support services of a complex and confidential nature to our Executive Vice President and our Executive Director of Strategy and Operations. This role is foundational to the EVP&rsquo;s effectiveness and requires exceptional judgement, prioritization, and execution skills in a fast-moving environment. An essential member of the team, the Executive Assistant will anticipate needs, clear obstacles, and identify opportunities to take ownership of tasks and projects. All duties are expected to be done with rigor and accuracy to ensure action items are assigned and in progress and serve colleagues with confidence across the Allen Institute through exceptional interpersonal skills and relationship management. This individual will often represent leadership and serve as the first point of contact with the Allen Institute, requiring effective and competent interaction and communication with executive level professionals both internally and externally. This position works both independently and in close collaboration with stakeholders at multiple levels of the organization.
At the Allen Institute, we believe that science is for everyone &ndash; and should be open to everyone. We are dedicated to combating biases and reducing barriers to STEM careers more broadly.
We also believe that science is better when it includes different perspectives and voices. We strive to make the Allen Institute a place where everyone feels like they belong and are empowered to do their best work in a supportive environment.
We are an equal-opportunity employer and strongly encourage people from all backgrounds to apply for our open positions.
**Please attach a cover letter with your application**
Essential Functions
<ul><li>Manage and maintain complex and dynamic calendars for the EVP, exercising judgement in prioritization and time allocation</li>
<li>Management and coordination of seminars, workshops and other onsite events including hosting and arranging travel for visitors to the Institute</li>
<li>Serve as the primary administrative support for the EVP&rsquo;s external scientific and professional engagements, including advisory board participation, invited talks, conferences, and symposia</li>
<li>Manage related communications, logistics, travel planning, reimbursements, and honoraria processing with precision and discretion</li>
<li>Coordinate domestic and international travel, arranging complex and detailed travel plans, itineraries, and agendas, as needed</li>
<li>Manage expenses and timely submission of expense reports for EVP and Operations Director</li>
<li>Communicate with the general staff on leadership&rsquo;s behalf, coordinating and scheduling internal and external meetings, in multiple formats that include on-site, hybrid, and off site. This includes coordination of event logistics and details such as facilities set-ups, catering, travel arrangements, meeting documentation and presentation preparation support</li>
<li>Screen, direct, and respond to incoming inquiries</li>
<li>Manage and update EVP&rsquo;s and Executive Director&rsquo;s curriculum vitae (CV)</li>
<li>Compose routine correspondence including letters, memos, emails, and timely responses to actionable requests</li>
<li>Create and maintain presentations, spreadsheets and administrative standard procedures as needed</li>
<li>Support, organize and maintain filing system, databases, intranet site and shared network space for the leadership team</li>
<li>Actively drive special projects as assigned</li>
<li>Work as a positive and collaborative team member representing Immunology with other administrative assistants across other AI institutes and central administration</li>
<li>Serve as a key point of contact for administrative questions and issues relating to organizational structure and general operations</li>
<li>Assists in other administrative functions as needed</li>
</ul>
Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description reflects management&rsquo;s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.
Required Education and Experience
<ul><li>High School Diploma or equivalent</li>
<li>Minimum 2 years of work experience in an administrative capacity</li>
<li>Proficient with Microsoft Office applications, including Outlook, Teams, One Drive, SharePoint, Word, Excel, and PowerPoint</li>
</ul>
Preferred Education and Experience
<ul><li>Bachelor&rsquo;s degree</li>
<li>5+ years of executive administrative support experience</li>
<li>3+ years of experience supporting senior/executive leaders</li>
<li>Experience coordinating/managing multiple projects on tight deadlines</li>
<li>Proficient with Google Workspace</li>
<li>Experience with Oracle software</li>
<li>Experience with Smartsheet software</li>
<li>Experience with EndNote or Zotero software</li>
<li>Strong customer and colleague communication skills</li>
<li>Exceptional attention to detail</li>
<li>Demonstrated ability to maintain high-level of confidentiality with sensitive and confidential information</li>
<li>Demonstrated ability to work independently and exercise good judgment to handle a variety of situations</li>
<li>Maintain professionalism and composure at all times, particularly in written and oral communications</li>
<li>Ability to learn new technologies</li>
<li>Excellent interpersonal and time management skills</li>
<li>Demonstrated ability to improve processes</li>
<li>Prior experience in a research or health sciences environment</li>
</ul>
Physical Demands
<ul><li>Fine motor movements in fingers/hands to operate computers and other office equipment</li>
<li>Frequently required to sit, stand, walk, stoop, kneel, or reach</li>
</ul>
Position Type/Expected Hours of Work
<ul><li>Full-time / 40 hours per week</li>
<li>This role is currently able to work both remotely and onsite in a hybrid work environment &ndash; working at least three days per week onsite and flexible to be onsite more frequently as needed.</li>
<li>We are a Washington State employer, and the primary work location for Allen Institute employees is 615 Westlake Ave N.; any remote work must be performed in Washington State.</li>
</ul>
Additional Comments
<ul><li>**Please note, this opportunity does not offer relocation assistance**</li>
<li>**Please note, this opportunity does not offer work visa sponsorship**</li>
</ul>
**Please include a cover letter with your application**
Annualized Salary Range
<ul><li>$92,250 - $114,100 *
</li></ul><ul><li>Final salary depends on the required education for the role, experience, level of skills relevant to the role, and work location, where applicable.</li></ul>
Benefits
<ul><li>Employees (and their families) are eligible to enroll in benefits per eligibility rules outlined in the Allen Institute&rsquo;s Benefits Guide. These benefits include medical, dental, vision, and basic life insurance. Employees are also eligible to enroll in the Allen Institute&rsquo;s 401k plan. Paid time off is also available as outlined in the Allen Institutes Benefits Guide. Details on the Allen Institute&rsquo;s benefits offering are located at the following link to the Benefits Guide: https://alleninstitute.org/careers/benefits.
</li></ul>It is the policy of the Allen Institute to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Allen Institute will provide reasonable accommodations for qualified individuals with disabilities.</div>

Executive Assistant - Immunology

Atlantic Street Center

PURPOSEThe Executive Assistant is a full-time, regular, non-exempt position within the Administration Department, reporting directly to the Executive Director. Under the supervision of the Executive Director, this role provides complex, high-level administrative support to both the Executive Director and the Board of Directors. Responsibilities include conducting research, managing and responding to information requests, preparing correspondence, receiving visitors, scheduling conference calls, and coordinating and supporting meetings. In addition, the Executive Assistant serves as the agency&rsquo;s emergency preparedness coordinator and provides coordination and operational support for facilities and agency vans. The standard work schedule is Monday through Friday, typically 9:00 AM to 5:00 PM. This position requires superior daily attendance and the flexibility to provide occasional after-hours support as needed.ESSENTIAL DUTIESExecutive correspondence and scheduling<ul><li>On a daily basis, sorts, reviews, prioritizes and routes email, mail and faxes based on established priorities for the Executive Director. Appropriately routes and files all central file information (letters, memos, Board information, meeting minutes, etc.) upon receipt.</li><li>Keeps informed of Executive Director&rsquo;s schedule and upcoming meetings and events.</li><li>Assists the Executive Director with the coordination and confirmation of meetings, appointments, travel arrangements, events, and the procurement of relevant information. Prepares presentation and other materials for meetings and appointments, drafts agendas, records and distributes minutes, and coordinates the meeting room logistics and refreshments.</li><li>Ensures Executive Director is prepared for meetings including refreshments and meeting materials.</li></ul>Correspondence, Documentation and Reports<ul><li>Performs word processing; drafts, edits, proofreads, formats, and finalizes Executive and Agency correspondence, documents, reports, and presentations for the Executive Director.</li><li>Ensures timely responses to correspondence. Prepares and follows up with Executive Director&rsquo;s correspondence: memos, &ldquo;Thank You letters, reports, follow-up phone calls.</li><li>Creates and maintains database information (e.g. Excel, donor database, etc.)</li><li>Maintains organizational system and files for ED&rsquo;s office which facilitates information flow to and from Executive Director&rsquo;s office such as: documents for signing, reviews, and/or approvals.</li><li>Coordinates and/or prepares draft MOUs or contracts for review and signing; ensures such documents are copied, filed, and routed appropriately.</li><li>Provides support with preparing Executive&rsquo;s expense reports, purchase orders, etc.</li><li>Assists with Agency&rsquo;s record keeping and document archiving needs, works with other Management Team members as needed.</li><li>Assists with special projects as directed by the Executive Director.</li></ul>Other operational / administrative duties<ul><li>Maintains a welcoming atmosphere for visitors; receives and supports visitors at Howland Building as needed.</li><li>Upon direction by the Executive Director, may provide administrative support to the agency&rsquo;s management team.</li><li>Facilitates payroll processing by the collection of timesheets, leave requests and time exception reports for the Executive Director.</li><li>Manages (tracks, orders, restocks) supply inventories for Howland Building.</li><li>Point of contact for repairs or issues related to Howland building copiers and fax machines.</li><li>Assists with All-Staff meeting agendas, hospitality, and taking of minutes.</li><li>Assists with Management team meeting minutes and hospitality.</li><li>Assists with the coordination of special and All-Staff events.</li><li>Coordinates Howland Conference room schedule and ensures that Howland conference room supplies are stocked, and room is ready for use.</li></ul>Emergency Preparedness Coordination<ul><li>Coordinates agency&rsquo;s preparedness for emergencies, including chairing an Emergency Preparedness Committee with a representative from each site/program area.</li><li>With the committee prepares, presents and conducts at least one emergency preparedness drill each year for the entire agency</li><li>Ensures that emergency supplies, go-kits and other supplies are in place at each site to support staff in an emergency situation.</li><li>Ensures that each site is connected to the local emergency preparedness community (usually operated by the City in which the site is located) and ensures regular communication with the site and the local community.</li></ul>Board and Fundraising Support<ul><li>Coordinates, distributes and files Board correspondence.</li><li>Prepares and keeps materials up-to-date for Board member orientations.</li><li>Assists with Board-related events such as retreats and social activities.</li><li>Attends Board and relevant Agency and community meetings.</li><li>Sends out meeting requests and follow up reminders for Board and Board committee meetings; makes confirmation calls in a timely manner.</li><li>Prepares agendas and handouts, sets up room and refreshments for Board, Executive Committee and other committee meetings, activities and presentations as directed by Executive Director.</li><li>Distributes Board and other meeting information in a timely manner. Drafts agendas, takes minutes, transcribes, and submits them for final approval by the Executive Director.</li><li>Maintains all Board records, such as contact lists and attendance records. Manages Board notebooks and manuals.</li></ul>OTHER DUTIES<ul><li>Supports and complies with the values, policies and practices of Atlantic Street Center.</li><li>Maintains and supports executive, management team, client and Agency confidentiality.</li><li>Works effectively as part of the Administrative Support Team.</li><li>Actively participates in Agency life and program activities. Attends internal agency meetings (e.g. All-Staff meetings, Administrative Support meetings, etc.).</li><li>Represents Agency and Executive Director in the community as requested.</li><li>Performs other related duties as assigned by Supervisor or Executive Director.</li><li>Submits personal timesheets, expenses, leave requests or other administrative requirements to supervisor in a timely fashion.</li></ul>QUALIFICATIONS<ul><li>High School Diploma or GED required, plus two years of college or technical school training in business administration or office and clerical skills or equivalent experience. Bachelor&rsquo;s degree preferred.</li><li>Minimum of three years&rsquo; experience as an administrative assistant.</li><li>Two or more years&rsquo; experience providing administrative support to a department head or executive: strongly preferred.</li><li>Available every weekday. Able to work a flexible schedule including evenings as needed.</li><li>Interest in social services and the community highly desirable. Must support Agency mission.</li><li>Paid or volunteer experience with non-profit organizations preferred.</li><li>Typing/word processing skills: 60 wpm.</li><li>Comfortable and proficient with technology, including the Office Suite of tools.</li><li>A professional manner and customer service attitude with donors, Board members, and volunteers.</li><li>Excellent organizational and problem-solving skills, and ability to complete multiple tasks with efficiency and accuracy within the agreed upon time, even with temporary increases in workload.</li><li>High attention to detail.</li><li>Excellent oral and written communication skills.</li><li>Maintain Participant and Agency confidentiality.</li><li>Respond quickly and efficiently to ever-changing situations with a high degree of flexibility.</li><li>Communicate effectively and professionally with people from diverse ethnic and professional backgrounds.</li><li>Maintain effective work relationships with co-workers, partners, and the general public.</li><li>Model appropriate and respectful conflict resolution skills. Manage difficult and stressful situations effectively and calmly.</li><li>Ability to cope effectively with pressure and stress.</li><li>A sense of humor and positive attitude that permeate stress and adversity.</li><li>Work with minimal supervision.</li></ul>WORKING CONDITIONS<ul><li>Work Hours: Superior daily attendance required; Monday through Friday, typically 9 am to 5 pm.</li><li>Position requires working some evenings and weekends (monthly evening board meetings).</li><li>Ability to lift 20 pounds, unassisted.</li><li>Long periods of sitting. Long periods in front of the computer screen, typing.</li><li>Valid Washington State driver&rsquo;s license and personal vehicle preferred in order to drive whenever necessary to meet program needs. Driving time should not exceed 10% of work week.</li></ul>DISCLAIMERThis job description indicates in general terms, the type and level of work performed as well as the typical responsibilities of employees in this classification. The duties described are not to be interpreted as being all-inclusive to any specific employee. Management reserves the rights to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Nothing in this position description changes the at-will employment relationship existing between Atlantic Street Center and its employees.Job Type: Full-timePay: $29.00 - $34.00 per hourBenefits:<ul><li>Dental insurance</li><li>Employee assistance program</li><li>Flexible spending account</li><li>Health insurance</li><li>Life insurance</li><li>Paid time off</li><li>Retirement plan</li><li>Vision insurance</li></ul>Work Location: In person

Executive Assistant

Washington Center for Bleeding Disorders

<div>As a recognized Hemophilia Treatment Center and a Center of Excellence, the Washington Institute for Coagulation d/b/a Washington Center for Bleeding Disorders (WACBD), is committed to the wellbeing of patients with an inherited bleeding disorder across the State of Washington, neighboring states, and Alaska. 
Our staff is an ensemble of dedicated healthcare professionals and support personnel that are striving to ease the burden that bleeding disorders have placed upon our patients. 
About the role
The Washington Center for Bleeding Disorders (WACBD) has an amazing team and we&rsquo;re growing! We are looking for an MA-C who is able to flex between the front desk and clinic. Front desk duties include greeting patients, answering phones/email/fax, scheduling, registration and medical records. Clinic duties include rooming patients, intake (meds/allergies/vitals), venipuncture and preparing specimens for the lab. This position is full-time, no evenings or weekends. Benefits include $5,000 sign on bonus, generous PTO, 401K, 100% health insurance premiums for staff members, parking or transit pass at hire. 
What you'll do 
Clinical Duties:<ul><li>Patient intake- rooming patients, medication/allergy reconciliation, vitals</li><li>Venipuncture</li><li>Preparing specimens for lab</li></ul>
Administrative Duties:<ul><li>Greeting patients at front desk</li><li>Answering incoming calls, fax, email</li><li>Scheduling</li><li>Registration</li><li>Medical records- preparing charts, requesting records, updating EHR</li></ul> 
Qualifications<ul><li> 
Active Medical Assistant Certification (CMA) in Washington State</li></ul><ul><li> 
3+ Years experience working as a Medical Assistant</li></ul><ul><li> 
Professional and caring with excellent customer service skills.</li></ul><ul><li> 
Excellent communication skills, both written and verbal.</li></ul><ul><li> 
Flexible and eager to step in where help is needed.</li></ul><ul><li> 
Thrives working independently and with a team.</li></ul> 
The pay range for this role is: 
55,000 - 63,000 USD per year(Home Clinic Address)</div>

Medical Assistant / Admin Support

HematoLogics

<div>Human Resources Assistant 

This part-time (24 hours per week), hourly, onsite position works under the direction of the Human Resources Director and Human Resources Operations Manager. The Human Resources Assistant will provide a wide range of support to the HematoLogics team and the Human Resources team in the matters of recruitment, onboarding, administration of employee benefits, and records management. An essential characteristic of this role is the consistent use of the utmost professional discretion when dealing with confidential matters, as the privacy of our team members is highly valued. 


Responsibilities include, but are not limited to:
<ul>
<li>Records management for employee personnel files</li>
<li>Administrative support for the Human Resources team</li>
<li>Collaborates with our Accounting team for employee payroll and benefits matters</li>
<li>Benefits support for our staff, such as maintaining and answering staff&rsquo;s questions regarding anniversary awards, birthday recognition, and ORCA/parking</li>
<li>Assists with HR-related projects, such as presentations/flyers/guides to leadership, and all staff communication</li>
<li>Scheduling coordination for phone screens and interviews</li>
<li>Assists with recruiting efforts</li>
<li>HR audit support; (I-9, workers&rsquo; comp, benefits); maintaining required postings and notices</li>
<li>Helps with new employee orientation, onboarding and offboarding, ensuring new employees have a seamless integration into our organization</li>
<li>A reliable point of contact for all employees, helping triage questions and requests for a speedy and satisfactory resolution</li>
</ul>
Qualifications:
<ul>
<li>Human Resources experience required, either 1 year minimum of human resources academic studies or 1 year minimum of Human Resources-specific professional experience</li>
<li>Ability to work onsite in Seattle to be of service to our onsite laboratory staff</li>
<li>Demonstrates strong ability to work collaboratively and complete work efficiently and accurately</li>
<li>Exemplifies human resources as being a service-oriented role, by demonstrating empathy, a commitment to helping others, and excellent verbal and written communication skills</li>
<li>Takes direction well from others with a willingness to collaborate and go above and beyond daily duties</li>
<li>Demonstrates a growth mindset, continuously seeking to learn and grow in HR and HR-related fields</li>
<li>Adept with Microsoft Office Suite and BambooHR HRIS</li></ul></div>

Human Resources Assistant

MacDonald-Miller Facility Solutions

<div>
 At
 
 MacDonald-Miller Facility Solutions ("MacMiller")
 
 , we are the Northwest's leading mechanical contracting firm, designing, delivering, and servicing HVAC, plumbing, and automation system solutions for commercial buildings. With over
 
 1,600 employees across 13 offices
 
 , there is a breadth and variety of work to keep you engaged and inspired.
 
 
 We have a well-respected history of exceeding our customers' expectations and executing with distinction. Our clients trust their toughest projects to our integrated teams, including:
 
 
 <ul>
 <li>
 New Construction - Engineering, fabrication, and installation of mechanical systems for new projects following lean construction practices.
 </li>
 <li>
 Special Projects - Retrofits and mechanical repairs for existing buildings to create new efficiencies.
 </li>
 <li>
 Service - Scheduled preventative maintenance ensuring tenant comfort and 24/7 emergency response.
 </li>
 <li>
 Building Performance - Control systems, fault detection, energy services, and remote monitoring.
 </li>
 <li>
 Energy and Sustainable Solutions - Acting as the Prime Contractor, we deliver design-build, energy-efficient solutions in the built environment for both private and public sector clients.
 
 
 </li>
 </ul>
 People love to work at
 
 MacDonald-Miller
 
 , and it's because we all share the same
 
 Core Culture Values:
 
 
 
 
 Collaboration
 
 - Diverse players, one team, a common vision. Collaboration is our foundation and critical to the success of the company. Every team member is valued and brings a diversity of strengths to help us meet our shared vision.
 
 
 
 Dedication
 
 - We are dedicated to personal and professional excellence. We execute with distinction by doing the right thing and following through on our commitments.
 
 
 
 Safety
 
 - Everyone deserves a safe workplace. Safety is more than hardhats and boots; it's an attitude and the environment we create. Every day, everyone goes home to their families.
 
 
 
 Community
 
 - We are proud to be part of MacDonald-Miller. We actively seek to build relationships and know each other as individuals. Together, we create an environment that is welcoming, caring, and trusting.
 
 
 
 Innovation
 
 - We are committed to continuous, creative problem solving. Innovation is how we stay an industry leader. We always strive to challenge and better ourselves.
 
 
 
 Fun!
 
 - Take the work seriously, but never take ourselves too seriously. It's possible to be both serious professionals and good-natured people you enjoy working with &mdash; we strive to be both.
 
 
 
 Requirements
 
 
 
 
 Executive Assistant:
 
 
 This is where you come in.
 
 
 
 We're seeking an Executive Assistant (EA) to partner closely with the
 
 Chief Financial Officer (CFO)
 
 and
 
 Chief Administrative Officer (CAO)
 
 , delivering proactive, high-level support that enhances their ability to lead, make decisions, and drive the business forward. This includes managing complex calendars and competing priorities, preparing executive briefings and presentations, coordinating financial and administrative workflows, and ensuring both leaders have the information, structure, and support they need to operate at their highest level.
 
 
 In this role, you will serve as the
 
 central coordination hub
 
 for both the Finance and Administration functions&mdash;overseeing the flow of information, aligning schedules and commitments, and tracking progress on key initiatives such as annual budgeting, quarterly business reviews, Board reporting, operational planning, internal communications, and major cross-functional projects. You will help streamline processes, improve communication rhythms, and maintain visibility into deadlines, deliverables, and decision points.
 
 
 You will also partner closely with both executives to support
 
 internal communications
 
 , including drafting messaging, coordinating announcements, preparing leadership updates, and ensuring clear, timely communication across the organization.
 
 
 The ideal candidate is a highly organized, detail-driven operator who anticipates needs, solves problems before they escalate, and thrives in a fast-paced, high-stakes environment where precision, discretion, and follow-through are essential.
 
 
 
 Top 5 Priorities to Deliver in Your First Year to Be a Hero
 
 
 
 <ul>
 <li>
 Executive Scheduling &amp; Calendar Management
 </li>
 <li>
 Own and manage complex, rapidly changing calendars with precision and foresight
 </li>
 <li>
 Anticipate conflicts and resolve them before they impact the executives' time or priorities
 </li>
 <li>
 Keep both executives focused, prepared, and optimized for high-value leadership engagements
 </li>
 <li>
 Communication &amp; Information Flow
 </li>
 <li>
 Draft, refine, and manage executive-level communications with accuracy, professionalism, and strategic tone
 </li>
 <li>
 Support internal messaging by coordinating announcements, updates, and company-wide communications
 </li>
 <li>
 Act as a trusted liaison between executive leadership and internal/external stakeholders&mdash;ensuring confidentiality, clarity, and timely follow-through
 </li>
 <li>
 Meeting &amp; Event Coordination
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 Plan, prepare, and support executive and leadership meetings with excellence and attention to detail
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 Coordinate logistics for internal and external meetings, company events, and leadership offsites
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 Ensure meetings are productive: agendas prepared, materials organized, minutes captured, and action items tracked to completion
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 Project &amp; Task Management
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 Manage high-priority tasks and recurring workflows while supporting special projects from concept through follow-through
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 Conduct research, gather information, and prepare briefing materials to support executive decision-making
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 Collaborate cross-functionally to drive execution of strategic initiatives and maintain visibility into progress and risks.
 </li>
 <li>
 Operational Support Excellence
 </li>
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 Maintain and continually improve administrative systems, document management, and executive deliverables
 </li>
 <li>
 Create, refine, and enhance presentations, reports, and briefing documents with a high standard of accuracy and polish.
 
 
 </li>
 </ul>
 
 Your Background:
 
 
 What Kind of Person Will Thrive in This Role?
 
 
 
 <ul>
 <li>
 Education: Bachelor's degree preferred; equivalent relevant experience considered
 </li>
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 Experience: 5-8 years providing senior-level executive support with a strong track record of administrative and operational excellence
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 Executive Support Expertise: Demonstrated success partnering with C-suite leaders in dynamic, fast-moving environments
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 Communication Skills: Exceptional written and verbal communication abilities with excellent attention to detail, nuance, and tone
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 Technical Proficiency: Advanced skills in Microsoft Office Suite, Microsoft Teams, and collaboration platforms
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 Valued Experience: Experience supporting Board-level communications and contributing to internal communication initiatives
 
 
 </li>
 </ul>
 
 And everyone you work with should describe you as...
 
 
 
 <ul>
 <li>
 Exceptionally organized with outstanding prioritization and problem-solving skills
 </li>
 <li>
 Calm, accurate, and effective when juggling multiple priorities in a fast-paced, constantly shifting environment
 </li>
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 Discreet, professional, and deeply trustworthy - especially when handling confidential or sensitive information.
 
 
 </li>
 </ul>
 
 And you should be motivated by...
 
 
 
 <ul>
 <li>
 Taking ownership of your work and your growth - resourceful, self-directed, and comfortable figuring things out independently
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 <li>
 Thriving in a lean, results-driven environment where you are encouraged to take on more, deliver more, and continually raise the bar
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 <li>
 Being part of a transparent, collaborative, and fun culture that values innovation, fresh ideas, and people who genuinely enjoy what they do
 
 
 </li>
 </ul>
 
 Benefits
 
 
 
 
 Compensation:
 
 
 $97,000 to $126,000 Annually
 
 
 
 MacDonald-Miller Facility Solutions presently provides employee coverage for:
 
 
 <ul>
 <li>
 Medical, dental, vision for employees (coverage available for dependents for shared premium).
 </li>
 <li>
 401k retirement plan including Company matching.
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 <li>
 Vacation and Sick Compensation (PTO), and Holiday Pay!
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 <li>
 Disability income protection including short term and long-term disability.
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 Employee and dependent life insurance.
 </li>
 <li>
 Wellness Program.
 </li>
 <li>
 Employee Assistance Program.
 
 
 </li>
 </ul>
 
 Where you will work
 
 
 
 Our Seattle HQ office (17930 International Blvd, SeaTac, WA 98188) has easy access to the SeaTac International Airport, ample secured parking, and newly renovated office facilities - not to mention great views! Neighborhood amenities include an onsite deli, restaurants, and convenient freeway/airport access. This role has flexibility at times, but requires a consistent four days of work in the office a week.
 
 
 Interested in learning more?
 
 
 If you're ready for an adventure and are interested in being considered for this role, click apply to start the conversation! Or if you know someone who currently works at MacDonald-Miller, reach out to them to get introduced to the team!
 
 
 
 MacDonald-Miller Facility Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran
 
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