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Executive Assistant II

  • Location

    Seattle, United States

  • Sector:

    Admin/Clerical

  • Job type:

    Contract

  • Contact:

    Leric Arcigal

  • Job ref:

    19835

  • Published:

    over 1 year ago

  • Expiry date:

    2020-05-16

Support most senior executives (i.e., SVP, President, CEO), particularly in large organizations. Responsibilities may include making travel and meeting arrangements, screening calls, composing letters and reports, preparing presentations and financial data. Has advanced computer skills including: word processing, spreadsheet, presentation and database software; and may train others. Has the ability to perform Internet research. Work is generally of highly confidential nature. Possesses strong interpersonal skills, leadership, negotiation, analytical and problem solving skills. May train and supervise other administrative staff. Looking for a highly advanced administrative person to proactively and independently manage the administrative needs of overlapping programs: 1) to track complex threads of communication among multiple projects with overlapping teams and stakeholders and to reply to those threads with sophisticated communication skills, 2) to develop efficient systems to provide reliable, and flexible assistance that involves the ability to work and problem solve independently. The required skills for this position include attention to detail, efficiency and reliability, excellent judgement, and high motivation to serve the leadership of a team doing cutting edge pragmatic trials and implementation research on addictions. Please complete the online application and upload a resume and cover letter. Independently provides highly advanced administrative support to KPWHRI Directors, faculty and/or complex research programs. Serves as the central contact with other departments and external collaborators in the initiation and resolution of administrative matters concerning the program(s). Leads the program teams to effectively coordinate administrative activities and program tasks. May provide supervision of other research administrative staff with hire, fire, training and performance management responsibility. Produces expected deliverables and communicates with KPWHRI Directors or program leaders regarding status of tasks and deliverables. Provides leadership and direction to staff performing diverse administrative functions and may provide backup support to the Research Admin Manager in their absence. The primary job duties this position is responsible for achieving are listed in order of importance. * Independently provides highly advanced administrative support to KPWHRI Directors, faculty and/or complex research programs. * Conducts project planning related to administrative function, developing goals and objectives for planned work. * Assists in the development of strategies and approaches to accomplish the work. * Creates and updates work plans and timelines for administrative projects. * Assists in implementing new work procedures and operations within a research environment. * Utilizes advanced critical thinking skills to identify appropriate resources needed, develop schedules and ensure timely completion of tasks. * Coordinates collaboration involving internal leaders and external stakeholders. * Tracks complex threads of communication among multiple stakeholders. * Designs processes for new administrative projects and learns specialized software as needed. * Ensures program requirements or processes are properly documented. * Assists faculty with the most complex grant applications. 50% * Proactively analyzes administrative process and outcome data to define problems and identify development opportunities or new projects for the program. * Develops recommendations on how to successfully execute program administrative activities/projects. * Anticipates problem areas and plans for contingencies. * Independently resolves critical administrative issues based on business knowledge using general guidelines and research techniques. * Keeps stakeholders appraised of progress. * Analyzes administrative project outcomes. 25% * Functions as a liaison with counterparts in the Enterprise and with external collaborators to accomplish the goals of the program. Liaison activities could include: * Anticipating cross functional needs. * Developing complex communications with senior executives. * Facilitating agendas, trips, and other logistics the specific program area requires. * Utilizing excellent written and verbal communication skills to convey full picture of project as well as specific details as appropriate for context. * Utilizing knowledge of scope of job to make independent decisions, while also knowing when consultation is needed.