Executive Business Administrator, Scheduling

The Executive Business Administrator, Scheduling collaborates across internal and external departments and organizations, and executes on primary direction from the Senior Manager, Executive Business Administration with some direction from the Executive Engagement team, and the Principal. The primary focus of this position is to assist the Calendar Team with an emphasis on scheduling and associated tasks and recordkeeping. This role supports the preparation and/or collection of all calendar documents and materials as requested for numerous daily deliverables, communications, and weekly meetings.  This position communicates with internal and external staff, partners, service providers and others regarding scheduling requests and modifications on an on-going basis.

ROLE RESPONSIBILITIES

Administrative Support

• Provide administrative support to the Senior Manager, Executive Business Administration, and collaborative support to close-in team partners.
• Provide routine notifications to key business partners.
• Liaise with key stakeholders, relaying timely and critical information to/from the Calendar Team.
• Proactively correspond with partners using good judgment and discretion in communicating sensitive information.

Calendar Administration, Planning and Workflow

• Assist with the preparation/administration of:
  • Materials for day-to-day scheduling communications with Principal.
  • Personal briefs and appointment materials, including records aggregation and reconciliation.
  • Scheduling materials in coordination with and in support of Pivotal and partner organizations
  • Invoice Management
  • Administrative record keeping for invitations and time requests.
  • Data management and reconciliation within the CRM
• Maintain executive administrative standard operating procedures (SOPs) to ensure consistency in delivery of preferred services.
• Oversees an organized system of tracking, monitoring, and prioritizing general administrative actions and projects in support of Principal.
• Partner with EBA, Scheduling, to support information flow via email.
• Assist and partner with the Calendar Team as needed to support the Principal, including coverage outside of business hours.
• Coordinate and collaborate cross-organizationally to support multiple Principal calendars.
• With direction from the Calendar Team, assist with the scheduling of Principal’s appointments/events.
• Under Calendar Team direction, synchronize stakeholders with their responsibilities and logistics for Principal appointments, events, and activities, and follow up.
• Learn and adhere to processes for the clear, concise, and timely communications to the Principal and all departments and partners.

Miscellaneous

• Support special projects and other duties as assigned.
• Conduct miscellaneous local errands, as needed basis.
• Cross-train for Principal’s calendar administration and other Executive Administrative functions, as needed.

SKILLS AND COMPETENCIES

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The requirements listed below are representative of the knowledge, skills, and/or behavior required to be successful in this role.

• Proven track record of excellent administrative support, attention to detail, and passion for service.
• Demonstrated experience in maintaining confidentiality and privacy during sensitive situations in a dynamic environment, and able to use discretion with communications. Must be able to uphold and ensure security and confidentiality of all information.
• Exceptional organization and time management skills including the ability to prioritize multiple tasks to meet changing deadlines and requests, while strategically thinking ahead.
• Proactive management of details, and ability to anticipate and solve problems with discretion.
• Exceptional communication skills with the ability to gather/aggregate information while representing the Principal’s preferences at all times.
• Ability to deliver high quality and precision presentations that are complete, concise, and accurate.
• Ability to work on several projects at a time with constant interruptions.
• Ability to work in an environment with role overlap, ambiguity, and conflicting points of view.
• Comfortable working independently and as part of a highly collaborative, fast-paced team.
• High integrity, sound judgment in decision-making and discretion with confidential matters and sensitive information.
• Proficiency using Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Ability to react well under pressure and maintain a positive, cooperative, and professional attitude under a variety of circumstances.
• A well-developed sense of humor and ability to work with a diverse team of individuals.

REQUIRED QUALIFICATIONS

• Approximately five years of combined experience in business management/administration support.
• Must be able to pass a comprehensive background investigation including criminal, public records, and credit checks.

PREFERRED QUALIFICATIONS

• Experience in the following industries preferred: hospitality, public relations, government, travel, and/or event management.
• Valid driver’s license with a good driving record and use of own personal vehicle for occasional work-related errands.

This is a full-time exempt position based in our Kirkland, WA office. Base annual compensation range for this role is from $50.48 - $52.64 per hour.

Benefits include medical, dental, vision, life, long-term disability and long-term care insurance, fertility benefit, backup caregiving solution, 144 hours of vacation, 96 hours of sick leave, 401k, HSA, FSA, discretionary annual target performance bonus and more.