Senior Executive Assistant - Auto Warehousing Company

AWC is hiring a Senior Executive Assistant at our corporate office in Tacoma, WA. This position comes with an amazing benefits package, competitive compensation, and a family atmosphere.

AWC offers a generous benefits package supporting both physical and mental wellbeing. Benefits include health insurance for associates, spouses, and children; basic life and AD&D insurance; disability insurance; EAP; auto discounts; fitness reimbursement; a 401K plan with company contribution; and several voluntary benefits. AWC corporate staff have paid holidays, floating holidays, vacation and sick accruals, bereavement leave, and jury duty leave.

The salary range for this position is $70,000-$90,000 annually with an anticipated starting salary between $70,000-$80,000 depending on qualifications. This position is eligible for an annual bonus based on company performance.

Overview

The Senior Executive Assistant provides executive support to the executive officers and board of directors. The Senior Executive Assistant is a key partner in ensuring smooth operations and will act as the primary liaison between the executive officers, board of directors, and other stakeholders.

Essential Duties

• Calendar & Meeting Management: Schedule and organize complex activities such as meetings and department events for executive officers and board of directors. Coordinate logistics, prepare agendas, and distribute materials.
• Administrative Support: Prepare correspondence, create visual presentations, and handle clerical functions (e.g., answering phones, managing mail, photocopying, and filing). Assist with personal requests, including expense reports, banking, and personal appointments, for the owners.
• Project Coordination: Lead or assist with projects such as event planning, process improvements, and special assignments. Coordinate company-wide initiatives, presentations, and events.
• Office Management: Supervise the Receptionist/Administrative Assistant, ensuring smooth front-office operations and office management. Maintain office supplies, and petty cash records. Collaborate with department heads to ensure smooth workflow and efficient operations.
• Confidential Correspondence: Manage highly sensitive documents and communications, exercising tact, discretion, and sound judgment in all matters.
• Document Preparation: Create, proofread, and edit documents, memos, reports, and presentations for accuracy and consistency.
• Travel Coordination: Arrange domestic, and international travel for executive officers and board of directors. Prepare itineraries and manage travel documentation. Administrator for Corporate Travel Management, setting up profiles for new hires. National Car Rental account manager/liaison.
• Information Management: Organize and maintain company contracts such as travel management, hotel, special events, and confidential correspondence. Read and screen incoming communications and prioritize information flow.
• Corporate Event Planning: Plan and execute internal events such as holiday parties, team-building activities, and leadership meetings.
• Meeting Support: Prepare materials for meetings, take minutes, and track action items and follow-up.

Qualifications

• 10+ years providing executive-level administrative support with 2+ years supervising administrative staff.
• High school diploma required; additional certifications or a college degree in a related field preferred.
• Must be a licensed Notary Public or willing to obtain notary certification within 60 days of hire.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Teams) and familiarity with project management tools/techniques.
• Strong written and verbal communication abilities, with the ability to compose clear and professional correspondence and reports.
• Demonstrated experience managing multiple projects simultaneously, prioritizing tasks, and meeting deadlines in a fast-paced environment.
• Proven ability to handle sensitive and confidential information with discretion and integrity.
• Ability to interface professionally with internal and external stakeholders, maintaining poise, tact, and diplomacy at all times.
• Meticulous in proofreading, organizing, and maintaining documents and records.

Work Environment

• Office environment with extended periods of sitting, computer use, and occasional public speaking.
• Although the position is located at the company headquarters in Tacoma, Washington, occasional travel domestically.
• This position is currently hybrid, allowing for both remote and in-office work. The hybrid schedule is subject to change at any time at the direction of the executive officers or board of directors.

Note

This job description is intended to provide an overview of the role and is not an exhaustive list of responsibilities. AWC is an Equal Opportunity Employer.