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Executive Assistant to the COO

BDA, Inc. – Woodinville, WA

Overview

GENERAL: The Executive Assistant supports the Chief Operating Officer. This position interacts with employees, corporate officers, board members, external professionals (bankers, attorneys, investors, vendors) and other personnel as necessary. Above all else this position requires a professional demeanor, attention to detail, sense of urgency, and the ability to keep sensitive material and conversations strictly confidential. Duties will entail activities that are administrative, communicative and supportive in nature. Finally, it is important to understand BDA is a dynamic company and successful candidates will be able thrive in a fluid business environment.


You should be 100% passionate about what you do and thrive in an entrepreneurial business that believes in a work-hard, play-hard culture!!

Responsibilities

SPECIFIC DUTIES:

  • Maintains high levels of professionalism when interacting and communicating with other Executives, Directors, Managers and Team Leads to gather or convey information. Facilitates, when necessary, a liaison role between teams, clients, business associates and others to ensure continuity of efforts and completion of applicable tasks
  • Contract management and facilitation including preparing and disseminating information regarding contract status, compliance, and modifications. Review contractual documents to ensure adherence to company policy
  • Legal issues process, controls and oversight
  • Experience working with corporate insurance carriers a plus
  • Determines priorities of inquiries and issues received from both internal and external sources; provides answers and information; refers issues to appropriate individuals and follows up to ensure that answers or information have been received by inquiring party
  • Performs research and other duties necessary to obtain information; gathers and organizes data and prepares reports for review and action by others
  • Plans and coordinates meeting events such as national sales meetings, and executive retreats
  • Creates dynamic PowerPoint presentations (Marketing background would be helpful)
  • Distributes incoming and outgoing correspondence daily
  • Manages schedule and calendars
  • Performs required administrative assistance duties including composing correspondence for signature; managing files; making travel arrangements; preparing expense reports; directly receiving external phone calls; attending meetings and preparing and distributing meeting minutes, agendas and presentation materials. Provides back-up support for other Executives when necessary
Qualifications

QUALIFICATION/EXPERIENCE

This person should demonstrate application of discretionary judgement and have job knowledge sufficient to direct the activities of an office.


REQUIRED:

  • Can-do attitude and a desire to have fun and be successful in a work-hard/play-hard environment
  • Strong team player Willingness to work with EA and Operations/Organizational teams on joint projects, resource support and company initiatives
  • Extremely efficient, with strong organization skills
  • Excellent prioritizing skills/ability to handle multiple projects/responsibilities assigned by multiple executives
  • Strong interpersonal relations builder
  • Excellent verbal/written communication skills
  • Strives for continuous improvement (both personally and professionally)
  • Possess high degree of self-awareness and emotional intelligence
  • Ability to compose communications from a general outline of information
  • Planning, scheduling, organizing, team building, coordination, implementation and time management skills
  • Project management experience
  • General accounting knowledge
  • Extremely detail oriented
  • Must have advanced skills with MS Word, Excel, PowerPoint, Visio and other advanced computer operations. SharePoint, Trello and Smartsheets are a plus
  • 3 to 5 years Executive Assistant experience
  • Ability to work without requiring constant supervision and oversight
  • Must be flexible and able to change priorities as required by the needs of the business


DESIRED:

  • Background related to executive-level support
  • Enjoy working in a fast-paced work environment

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