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senior executive assistant

Sound Transit

<div>Salary range is $81k to $144k with a midpoint of $98k. New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.

Sound Transit also offers a competitive benefits package with a wide range of offerings, including:
<ul>
<li>Health Benefits: We offer two choices of medical plans, a dental plan, and a vision plan all at no cost for employee coverage; comprehensive benefits for employees and eligible dependents, including a spouse or domestic partner.</li>
<li>Long-Term Disability and Life Insurance.</li>
<li>Employee Assistance Program.</li>
<li>Retirement Plans: 401a &ndash; 10% of employee contribution with a 12% match by Sound Transit; 457b &ndash; up to IRS maximum (employee only contribution).</li>
<li>Paid Time Off: Employees accrue 25 days of paid time off annually with increases at four, eight and twelve years of service. Employees at the director level and up accrue additional days. We also observe 12 paid holidays and provide up to 2 paid floating holidays and up to 2 paid volunteer days per year.</li>
<li>Parental Leave: 12 weeks of parental leave for new parents.</li>
<li>Pet Insurance.</li>
<li>ORCA Card: All full-time employees will receive an ORCA card at no cost.</li>
<li>Tuition Reimbursement: Sound Transit will pay up to $5,000 annually for approved tuition expenses.</li>
<li>Compensation Practices: We offer competitive salaries based on market rates and internal equity. In addition to compensation and benefits, you&rsquo;ll find that we provide work-life balance, opportunities for professional development and recognition from your colleagues.</li></ul> 


GENERAL PURPOSE:

Under general supervision, this position provides a full range of comprehensive administrative office support work to the Agency Deputy Chief Executive Officer requiring the application of specialized administrative knowledge, customer focus, organization and attention to detail, initiative, and independent judgment. It is the highest level within the administrative support series and is distinguished from all other administrative support classifications in that the major duties performed require independent judgment and prioritization, tracking, and communication on behalf of the senior-most executives within Sound Transit&rsquo;s structure. Secretarial/clerical duties may still be required but are performed less frequently with notable independence and accountability for the work results. This position serves as liaison with regard to programs, policies, procedures, and assigned functions for the department; acts as a liaison with other departments/divisions; coordinates executive schedules and meeting calendars; coordinates their principals&rsquo; process flow; handles travel arrangements and logistics; makes process improvement decisions, and coordinates communications with other Agency departments, divisions, and outside agencies on behalf of the Agency Deputy Chief Executive Officer and the department.

ESSENTIAL FUNCTIONS:

The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
<ul>
<li>Provides direct administrative support to the Agency Deputy Chief Executive Officer in order for them to complete their duties and ensures department administrative functions run smoothly.</li>
<li>Supports the Administrative Manager with the preparation of the Agency Deputy Chief Executive Officer's daily schedule.</li>
<li>Meets with the Administrative Manager and COS regularly to understand scheduling and issue priorities and execute short-term and long-term planning to ensure the maximization of the Agency Deputy Chief Executive Officer's time.</li>
<li>Schedules meetings and manages meeting calendars and appointments on behalf of the Agency Deputy Chief Executive Officer, interacting directly with executive leadership, elected officials, Board members, partner agency staff, and other external stakeholders as needed. Plans, coordinates and ensures the Agency Deputy Chief Executive Officer's schedule is followed and respected.</li>
<li>Provides &ldquo;gatekeeper&rdquo; and &ldquo;gateway&rdquo; role, creating win-win situations for direct access to the Agency Deputy Chief Executive Officer's time and office.</li>
<li>Ensures the maximization of the Agency Deputy Chief Executive Officer's time and prepares them for meetings by ensuring they have support materials needed for each meeting.</li>
<li>Serves as a point of contact between the Office of the CEO and external entities; receives, analyzes, and triages incoming inquiries and complaints from a variety of sources, and ensures information is routed to the appropriate staff members for response.</li>
<li>Greets visitors; ensures they have proper directions and up-to-date communication should there be changes to the Agency Deputy Chief Executive Officer's schedule.</li>
<li>Responds to time-sensitive requests for information and assistance regarding the Office of the CEO.</li>
<li>Operates a variety of office equipment; acts as contact for all business machine issues; utilizes various computer applications and software packages; oversees the ordering of special-order office supplies.</li>
<li>Ensures processes, policies and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations established by the Agency and the Office of the CEO.</li>
<li>Provides calendar printout/email summary of daily meeting schedule.</li>
<li>Coordinates all meeting logistics, including staff support, car reservations, directions, room reservations, equipment, beverages and meals, in compliance with ST policies.</li>
<li>As requested, takes and transcribes detailed minutes for executive meetings, and tracks action items for the Agency Deputy Chief Executive Officer.</li>
<li>Coordinates official travel for the Agency Deputy Chief Executive Officer, including completion of travel preauthorization form, travel expense claim and travel card reconciliation, and ensures compliance with Sound Transit travel policy.</li>
<li>Processes event registrations, special office supply requests, and other routine expenditures, and reconciles and justifies expenses in accordance to Sound Transit procurement card policy.</li>
<li>Handles sensitive personnel and business information on behalf of the Agency Deputy Chief Executive Officer with utmost discretion and care.</li>
<li>As needed, assists with onboarding for new department or division employees, which may include: handling confidential employee information, ensuring new employees have the equipment, software, supplies and basic information needed to work at Sound Transit; and providing basic training to new administrative support staff.</li>
<li>As needed, coordinates with Human Resources to schedule interviews and distribute sensitive personnel documents such as resumes.</li>
<li>Prepares reports and supporting documentation on issues external to the department or issues having a high impact on the department and Agency.</li>
<li>Collects and compiles statistical, financial and other information for a variety of reports.</li>
<li>Receives, sorts, prioritizes and tracks the Agency Deputy Chief Executive Officer's correspondence, and tees up those that require approval or response.</li>
<li>Gathers information and prepares letters, reports or memoranda as directed.</li>
<li>Reviews and checks documents and records for accuracy, completeness, and conformance with the Agency Deputy Chief Executive Officer's initial guidance, as well as applicable rules and regulations.</li>
<li>Prepares and/or assists in the preparation of agendas, notices, minutes, announcements, applications, resolutions and other documents.</li>
<li>Manages the Agency Deputy Chief Executive Officer's office organization and filing, which includes highly sensitive files.</li>
<li>Ensures compliance with records management policies and procedures.</li>
<li>Monitors effectiveness of current office procedures and determines the need to change procedures to meet department goals/needs.</li>
<li>Coordinates and monitors defined projects and activities within department and recommends actions and modifications as appropriate.</li>
<li>Manages project deadlines, files and information.</li>
<li>Coordinates with team members within the Office of the CEO on defined projects and activities within the purview of the CEO&rsquo;s Office.</li>
<li>Champions and models Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency.</li>
<li>Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit&rsquo;s Equity &amp; Inclusion Policy.</li>
<li>It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.</li>
<li>It is the responsibility of all employees to integrate sustainability into everyday business practices.</li>
<li>Other duties as assigned.</li>
</ul>
MINIMUM QUALIFICATIONS:

Education and Experience: Bachelor&rsquo;s degree in Business Administration or closely related field. Four years of experience, providing full-time administrative support functions, such as schedule management, travel coordination, budget/procurement, and special projects, to one or more executive leaders (C-suite) in a complex organization with a large budget; Or an equivalent combination of education and experience.

Required Knowledge and Skills:
<ul>
<li>Strong scheduling experience: capable of managing multiple calendars and adjusting schedules as needed in a fast-paced environment</li>
<li>Demonstrating a positive customer service orientation with both internal and external clients.</li>
<li>Performing responsible and difficult administrative support duties involving the use of independent judgment and personal initiative and resourcefulness.</li>
<li>Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, boards of directors, high level stakeholders, community groups and the general public.</li>
<li>Working with high-level executives.</li>
<li>Organization and strong attention to detail.</li>
<li>Problem solving and next-step thinking with the ability to anticipate needs and identify, improve and implement process.</li>
<li>Operational characteristics, services, and activities of assigned functions, programs, and departmental operations.</li>
<li>Work organization and office management principles and practices.</li>
<li>Time and meeting management systems and practices, focusing preparation and follow-up on action items.</li>
<li>Processes, procedures, and practices of budget preparation and administration.</li>
<li>Principles and practices of fiscal, statistical, and administrative research and report preparation.</li>
<li>Customer service methods and techniques.</li>
<li>Pertinent federal, state, and local laws, codes, and regulations.</li>
<li>Principles and practices used in establishing and maintaining files and information retrieval systems.</li>
<li>Direct and tactful communication skills and strategies to respond to and route incoming inquiries to the appropriate staff member, collaborate with team members, and elicit requested information from staff.</li>
<li>Administrative practices for office management.</li>
<li>Methods and techniques of proper phone etiquette.</li>
<li>Principles for writing, editing and formatting various business communication, including formal letters, emails, memoranda, and reports.</li>
<li>English usage, spelling, grammar, and punctuation.</li>
<li>Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases.</li>
<li>Work with boards of directors, high level stakeholders and the general public is strongly preferred.</li>
<li>Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports.</li>
<li>Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.</li>
<li>Understanding the organization and operation of the Agency and of outside agencies as necessary to assume assigned responsibilities.</li>
<li>Implementing and maintaining a file system from beginning to end.</li>
<li>Researching, compiling, analyzing, and interpreting data.</li>
<li>Preparing clear, concise reports, correspondence and memoranda.</li>
<li>Typing and entering data, taking and transcribing dictation at a speed necessary for successful job performance.</li>
<li>Planning and organizing work to meet changing priorities and deadlines.</li>
<li>Applying appropriate oral and written communication techniques to various individuals.</li>
<li>Working cooperatively with other departments, Agency officials, and outside agencies.</li>
<li>Interpreting and applying applicable federal, state, and local policies, laws, and regulations as it pertains to assigned area.</li>
</ul>
Preferred Knowledge and Skills:
<ul>
<li>Advanced computer literacy skills: Microsoft Word, Excel, Outlook, PowerPoint and Publisher.</li>
<li>Work with boards of directors, high level stakeholders and the general public.</li>
</ul>
Physical Demands / Work Environment:
<ul><li>Work is performed in an office environment.</li>
<li>The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.</li></ul> 


Sound Transit is an equal employment opportunity employer. No person is unlawfully excluded from employment action based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status or other protected class.</div>

Senior Executive Assistant - Cabinet

Amazon Web Services

<div><h2 class="jobSectionHeader">DESCRIPTION</h2><div>
AWS is seeking a dedicated, resourceful, and customer-obsessed Executive Assistant to support two Directors within the AWS Transform team. The Executive Assistant will will collaborate with various business partners in associated departments, as well as other Executive Assistants across the multiple global stakeholder teams within the organization. 
 
As an Executive Assistant, you will be responsible for a wide range of critical activities including complex calendar management, tracking key deliverables, coordinating travel and expenses, and organizing team activities and events (such as all&ndash;hands meetings and employee engagement activities). Other responsibilities include, but are not limited to, coordinating meeting agendas, space planning, and ad hoc project coordination. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals inside and outside the company is important. In this role, you&rsquo;ll have the opportunity to act as an extension of our leaders in partnership with a supportive and collaborative EA community. 
 
Working in a highly ambiguous environment, you will demonstrate initiative, complete tasks and projects quickly, and proactively take action without having to know the total picture. You will learn organizational structures and objectives of the teams you support, as well as build a strong internal network. You will apply a superior attention to detail, great organizational skills, and the ability to meet tight deadlines and juggle multiple critical requests while maintaining flexibility, a sense of humor, and most importantly, grace under pressure. Over time, you will build deep and trusting professional relationships with the leaders and their teams, which will blossom into strong partnerships that provide opportunity for special projects with increased responsibility and long-term career growth. 
 
Key job responsibilities 
<ul><li>Expertly manage complex executive calendars across multiple time zones for two Directors and occasional coverage for other Directors when EAs are out of office.</li><li>Maintain strict confidentiality regarding all calendar information and executive activities.</li><li>Conceptualize and execute a diverse range of team events, from social gatherings to large-scale staff meeting agendas, global team meetings, and off-sites.</li><li>Design and implement onsite team-building events that boost morale and foster collaboration.</li><li>Collaborate across AWS AI/ML teams located globally to align on project goals and milestones.</li><li>Drive continuous improvement in team processes and project efficiency.</li><li>Have fun at work and help others do the same.</li></ul> 
About the team 
Diverse Experiences 
Amazon values diverse experiences. Even if you do not meet all of the preferred qualifications and skills listed in the job description, we encourage candidates to apply. If your career is just starting, hasn&rsquo;t followed a traditional path, or includes alternative experiences, don&rsquo;t let it stop you from applying. 
 
Why AWS 
Amazon Web Services (AWS) is the world&rsquo;s most comprehensive and broadly adopted cloud platform. We pioneered cloud computing and never stopped innovating - that&rsquo;s why customers from the most successful startups to Global 500 companies trust our robust suite of products and services to power their businesses. 
 
Work/Life Balance 
We value work-life harmony. Achieving success at work should never come at the expense of sacrifices at home, which is why we strive for flexibility as part of our working culture. When we feel supported in the workplace and at home, there&rsquo;s nothing we can&rsquo;t achieve in the cloud. 
 
Inclusive Team Culture 
Here at AWS, it&rsquo;s in our nature to learn and be curious. Our employee-led affinity groups foster a culture of inclusion that empower us to be proud of our differences. Ongoing events and learning experiences, including our Conversations on Race and Ethnicity (CORE) and AmazeCon (gender diversity) conferences, inspire us to never stop embracing our 
uniqueness. 
 
Mentorship and Career Growth 
We&rsquo;re continuously raising our performance bar as we strive to become Earth&rsquo;s Best Employer. That&rsquo;s why you&rsquo;ll find endless knowledge-sharing, mentorship and other career-advancing resources here to help you develop into a better-rounded professional.</div><h2 class="jobSectionHeader">
BASIC QUALIFICATIONS</h2><ul><li>3+ years of senior level leadership support, or 1+ years of Amazon experience</li><li>Experience with Microsoft Office products and applications</li><li>High school or equivalent diploma</li></ul><h2 class="jobSectionHeader">
PREFERRED QUALIFICATIONS</h2><ul><li>Experience in a fast-paced, high-tech company</li><li>Experience managing multiple calendars</li></ul> 
Amazon is an equal opportunity employer and does not discriminate on the basis of protected veteran status, disability, or other legally protected status. 
 
Our inclusive culture empowers Amazonians to deliver the best results for our customers. If you have a disability and need a workplace accommodation or adjustment during the application and hiring process, including support for the interview or onboarding process, please visit https://amazon.jobs/content/en/how-we-hire/accommodations for more information. If the country/region you&rsquo;re applying in isn&rsquo;t listed, please contact your Recruiting Partner. 
The base salary range for this position is listed below. Your Amazon package will include sign-on payments and restricted stock units (RSUs). Final compensation will be determined based on factors including experience, qualifications, and location. Amazon also offers comprehensive benefits including health insurance (medical, dental, vision, prescription, Basic Life &amp; AD&amp;D insurance and option for Supplemental life plans, EAP, Mental Health Support, Medical Advice Line, Flexible Spending Accounts, Adoption and Surrogacy Reimbursement coverage), 401(k) matching, paid time off, and parental leave. Learn more about our benefits at https://amazon.jobs/en/benefits. 
USA, WA, Seattle - 80,200.00 - 97,400.00 USD annually</div>

Executive Assistant, Agentic AI, AWS

Amazon

<div>
 
 Description
 
 
 
 We are seeking a highly organized, self-directed Executive Assistant to support 2&ndash;3 Directors within the Ads Finance organization. This role is critical to the effectiveness of a fast-paced, global team and requires strong judgment, attention to detail, and the ability to anticipate business needs.
 
 
 You will demonstrate a high bar for operational excellence, take ownership of your work, and partner closely with leaders and cross-functional teams to deliver high impact results. This role offers meaningful visibility, opportunities for growth, and the ability to contribute to scalable mechanisms within a growing organization.
 
 
 This role requires five (5) days a week in office.
 
 
 Key job responsibilities
 
 
 <ul>
 <li>
 Manage complex, high-volume calendars and scheduling for multiple Directors across global time zones.
 </li>
 <li>
 Coordinate domestic and international travel and submit expense reports accurately and on time.
 </li>
 <li>
 Organize and support team activities, including staff meetings, all-hands, off-sites, and morale events.
 </li>
 <li>
 Act as a trusted partner and gatekeeper to Directors by exercising sound judgment, discretion, and prioritization.
 </li>
 <li>
 Partner with the broader Executive Assistant community to foster a collaborative and effective working environment.
 </li>
 <li>
 Collaborate closely with cross-functional partners including Recruiting, HR, Facilities, Finance Operations, and other Executive Assistants.
 
 
 </li>
 </ul>
 A day in the life
 
 
 <ul>
 <li>
 Proactively manage and optimize complex calendars to ensure leaders are focused on the highest-impact priorities.
 </li>
 <li>
 Coordinate schedules across teams to support key business rhythms and deliverables.
 </li>
 <li>
 Balance competing priorities while acting as a gatekeeper for leaders.
 </li>
 <li>
 Handle sensitive and confidential information with integrity and discretion.
 </li>
 <li>
 Coordinate global schedules, travel arrangements, and meeting logistics in a cost-effective manner.
 </li>
 <li>
 Track, prioritize, and drive completion of action items and deliverables.
 </li>
 <li>
 Support execution of team meetings, off-sites, and morale events.
 </li>
 <li>
 Identify opportunities to improve processes and build scalable, sustainable mechanisms.
 
 
 </li>
 </ul>
 
 About The Team
 
 
 
 *Team Culture*
 
 
 Here at Amazon, we embrace our differences. We are committed to furthering our culture of inclusion. We have ten employee-led affinity groups in over 190 chapters globally. We have innovative benefit offerings, and we host annual and ongoing learning experiences, including our Conversations on Race and Ethnicity (CORE) and AmazeCon (gender diversity) conferences. Amazon&rsquo;s culture of inclusion is reinforced within our 16 Leadership Principles, which remind team members to seek diverse perspectives, learn and be curious, and earn trust.
 
 
 *Work/Life Balance*
 
 
 Our team also puts a high value on work-life balance. Striking a healthy balance between your personal and professional life is crucial to your happiness and success here, which is why we aren&rsquo;t focused on how many hours you spend at work or online. Instead, we&rsquo;re happy to offer a flexible schedule so you can have a more productive and well-balanced life&mdash;both in and outside of work.
 
 
 *Mentorship and Career Growth*
 
 
 Our team is dedicated to supporting new members. We have a broad mix of experience levels and tenures, and we&rsquo;re building an environment that celebrates knowledge sharing and mentorship. We care about your career growth and strive to assign projects based on what will help each team member develop into a better-rounded professional and enable them to take on more complex tasks in the future.
 
 
 
 Basic Qualifications
 
 
 
 <ul>
 <li>
 3+ years of senior level leadership support, or 1+ years of Amazon experience
 </li>
 <li>
 High school or equivalent diploma
 </li>
 <li>
 Experience with Microsoft Office products and applications
 </li>
 <li>
 Experience with executive level calendar management
 
 
 </li>
 </ul>
 
 Preferred Qualifications
 
 
 
 <ul>
 <li>
 Experience in a fast-paced, high-tech company
 </li>
 <li>
 Experience managing multiple calendars
 </li>
 <li>
 3+ years of senior level leadership support experience
 </li>
 <li>
 Experience managing multiple calendars, or experience with domestic or international travel coordination
 </li>
 <li>
 Experience Experienced with end-to-end ownership of major project deliverables
 </li>
 <li>
 Experience improving and creating new processes and structure to achieve goals
 
 
 </li>
 </ul>
 Amazon is an equal opportunity employer and does not discriminate on the basis of protected veteran status, disability, or other legally protected status.
 
 
 Our inclusive culture empowers Amazonians to deliver the best results for our customers. If you have a disability and need a workplace accommodation or adjustment during the application and hiring process, including support for the interview or onboarding process, please visit https://amazon.jobs/content/en/how-we-hire/accommodations for more information. If the country/region you&rsquo;re applying in isn&rsquo;t listed, please contact your Recruiting Partner.
 
 
 The base salary range for this position is listed below. Your Amazon package will include sign-on payments and restricted stock units (RSUs). Final compensation will be determined based on factors including experience, qualifications, and location. Amazon also offers comprehensive benefits including health insurance (medical, dental, vision, prescription, Basic Life &amp; AD&amp;D insurance and option for Supplemental life plans, EAP, Mental Health Support, Medical Advice Line, Flexible Spending Accounts, Adoption and Surrogacy Reimbursement coverage), 401(k) matching, paid time off, and parental leave. Learn more about our benefits at https://amazon.jobs/en/benefits.
 
 
 USA, WA, Seattle - 80,200.00 - 97,400.00 USD annually
 
 
 
 
 Company
 
 - Amazon Advertising LLC
 
 
 Job ID: A3184536
</div>

Executive Assistant, Amazon Ads Finance

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
 </li>
 <li>
 Plan, prepare, and support executive and leadership meetings with excellence and attention to detail
 </li>
 <li>
 Coordinate logistics for internal and external meetings, company events, and leadership offsites
 </li>
 <li>
 Ensure meetings are productive: agendas prepared, materials organized, minutes captured, and action items tracked to completion
 </li>
 <li>
 Project &amp; Task Management
 </li>
 <li>
 Manage high-priority tasks and recurring workflows while supporting special projects from concept through follow-through
 </li>
 <li>
 Conduct research, gather information, and prepare briefing materials to support executive decision-making
 </li>
 <li>
 Collaborate cross-functionally to drive execution of strategic initiatives and maintain visibility into progress and risks.
 </li>
 <li>
 Operational Support Excellence
 </li>
 <li>
 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>
 <li>
 Experience: 5-8 years providing senior-level executive support with a strong track record of administrative and operational excellence
 </li>
 <li>
 Executive Support Expertise: Demonstrated success partnering with C-suite leaders in dynamic, fast-moving environments
 </li>
 <li>
 Communication Skills: Exceptional written and verbal communication abilities with excellent attention to detail, nuance, and tone
 </li>
 <li>
 Technical Proficiency: Advanced skills in Microsoft Office Suite, Microsoft Teams, and collaboration platforms
 </li>
 <li>
 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>
 <li>
 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
 </li>
 <li>
 Thriving in a lean, results-driven environment where you are encouraged to take on more, deliver more, and continually raise the bar
 </li>
 <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.
 </li>
 <li>
 Vacation and Sick Compensation (PTO), and Holiday Pay!
 </li>
 <li>
 Disability income protection including short term and long-term disability.
 </li>
 <li>
 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
 
</div>

Executive Assistant

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

<div><h2 class="jobSectionHeader">DESCRIPTION</h2><div>
Amazon&rsquo;s Enterprise Engineering organization is seeking an exceptionally bright, motivated and team-oriented individual to support its Director. This exciting, highly visible role requires flexibility, good judgment, an eye for accuracy, consistent character, and the unique ability to attend to details and get things done. A high level of integrity and discretion in handling confidential information, and professionalism in dealing with senior professionals globally is critical. A proven track record of effective time management, taking initiative, working independently, delivering exceptional results and exceeding expectations is important. 
 
The most successful candidate will be an effective communicator, both verbally and with written correspondence, possess the ability to complete complex tasks and projects quickly with little to no guidance, react with appropriate urgency to situations that require a quick turnaround, and take effective action without having to know the total picture.
 
 
Understanding basic company organization, working relationships, and business partner roles and responsibilities of these two teams is important as this position will work closely with other assistants across the business team, multiple geographies and the rest of the company.
 
 
Key job responsibilities 
<ul><li>Management of complex calendar and scheduling requirements</li><li>Coordination and planning of domestic and international travel, including organizing trip agendas and local logistics</li><li>Completing expense reports, participation in budget planning and tracking as needed</li><li>Assisting with document design, writing, editing and formatting as needed</li><li>Acting as a liaison for direct reports across the globe</li><li>Planning and coordinating team activities and events
</li><li>Managing other core administrative activities (space planning, new-hire onboarding, organizational charts, supply ordering)
</li></ul></div><h2 class="jobSectionHeader">BASIC QUALIFICATIONS</h2><ul><li>Experience with Microsoft Office products and applications</li><li>4+ years of senior level leadership support experience</li><li>Experience with executive level calendar management</li><li>Experience with domestic or international travel coordination, or experience managing multiple complex calendars, planning and organizing events of all sizes, and coordinating domestic and international travel</li></ul><h2 class="jobSectionHeader">
PREFERRED QUALIFICATIONS</h2><ul><li>Experience leading process improvements</li><li>Experience in a fast-paced, high-tech company</li><li>Experience designing processes to maximize efficiency</li><li>Experience that includes strong analytical skills, attention to detail, and effective communication abilities</li><li>Experience completing complex tasks quickly with little to no guidance and react with appropriate urgency to situations that require a quick turnaround, or experience prioritizing and handling multiple assignments at any given time while maintaining commitment to deadlines</li><li>Experience managing complex and fast-moving issues</li></ul> 
Amazon is an equal opportunity employer and does not discriminate on the basis of protected veteran status, disability, or other legally protected status. 
 
Our inclusive culture empowers Amazonians to deliver the best results for our customers. If you have a disability and need a workplace accommodation or adjustment during the application and hiring process, including support for the interview or onboarding process, please visit https://amazon.jobs/content/en/how-we-hire/accommodations for more information. If the country/region you&rsquo;re applying in isn&rsquo;t listed, please contact your Recruiting Partner. 
The base salary range for this position is listed below. Your Amazon package will include sign-on payments and restricted stock units (RSUs). Final compensation will be determined based on factors including experience, qualifications, and location. Amazon also offers comprehensive benefits including health insurance (medical, dental, vision, prescription, Basic Life &amp; AD&amp;D insurance and option for Supplemental life plans, EAP, Mental Health Support, Medical Advice Line, Flexible Spending Accounts, Adoption and Surrogacy Reimbursement coverage), 401(k) matching, paid time off, and parental leave. Learn more about our benefits at https://amazon.jobs/en/benefits. 
USA, WA, Seattle - 82,700.00 - 129,800.00 USD annually</div>

Executive Assistant , Enterprise Engineering

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

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