Executive Assistant/Receptionist

Company: Work and Play Lounge
Location: Seattle
Posted on: November 25, 2022

Job Description:

Full Job Description

Executive Assistant (EA)

About WAPL: Work and Play Lounge is 7 years old and is now in West Seattle! This location celebrated it's 1 year anniversary this October! We are expanding to Queen Anne and Beacon Hill along with some other locations in the near future. Your role is pivotal to our team. We value diversity, equity, and inclusion in our communities. We provide work and event spaces plus amenities and solutions that support, prepare, and inspire people. Your favorite space to be productive, build and grow businesses and enhance creativity! We are a proudly black-owned business who welcomes and wholeheartedly serves all people, from all backgrounds and celebrates differences!

Job Purpose: The Executive Assistant (EA) is a new position and will be the right-hand person to helping the CEO and Executive Team in a wide range of administrative and office support tasks that will facilitate keeping the company organized and efficiently operating. Tasks include but are not limited to managing calendars, writing documents, and engaging with the community. You will filter and attend to the day-to-day functions that are part of the executive's role so that the executive can focus on the high-level leadership and strategy functions.

The Executive Assistant is one of the friendly faces everyone encounters, and you are a huge part of the brand representation and one of the go-to persons for our community. You must be energetic and eager to tackle new projects and ideas as well as enjoy talking to people and growing authentic relationships and strategizing. You will specialize in organizing, planning, prioritizing, and executing tasks in a timely manner while building and maintaining relationships both internally and externally. The (EA) is both approachable and respectful, comfortable with new technology, and taking the initiative when faced with administrative decisions.

Working alongside the Chief Encouragement Officer (CEO), the Executive Assistant works closely with all team members and is responsible for scheduling, representing leadership and driving traffic to the business to promote growth within the company, administrative duties, and space needs. Being a welcoming social butterfly in our community and helping with guest experience is a plus.

To be an excellent (EA), you must be organized and detail-oriented, great at communication and writing, comfortable working with diverse teams, highly driven and accustomed to speaking in public. Experience in marketing, event planning and project management are a plus.

We are looking for someone who likes to dream and, more importantly, execute. Do you love sharing your ideas? Do you love building community and meeting new people? We'd love to meet you. This is a very innovative position with the potential to grow into a greater role, very flexible and must be a self-starter, with the ability to collaborate as a team player.

Required Strengths:

Passion for building equitable ecosystem of racially, socially, and professionally diverse communities
Thrives in fast-paced, small team environments and takes ownership of a role
Enjoys serving and helping people be their best
Strong connection with the Seattle and King County area, entrepreneurs, and business communities
Enjoys networking and building connections; resourceful, can-do attitude
Demonstrated excellence in customer service and attention to detail
Proficient in Google suite, Square, Asana, other event management tools, Slack, social media, and email marketing platforms and ability to identify new technology solutions
Immaculate writing, editing, proofreading and public-speaking skills
Integrity, high-level ethics, empathy, and dependability

Detailed Essential Responsibilities:

Learn, listen, dialogue and be aware of the importance and impact of racial justice, diversity, and inclusion in writing, communication tone, admin practices and guest experience
Serve as the primary contact and office manager for the company, greet and establish rapport with community, members, and team
Format information for internal and external communication - memos, emails, presentations, reports
Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up
Maintain the CEO's calendar, including planning and scheduling meetings, appointments, speaking engagements, and travel arrangements for both business and personal commitments
Help CEO manage time, deadlines, and exercise discretion in committing the CEO's time
Serve as a liaison between the CEO, staff, and the public
Draft, review and send communications on behalf of CEO
Receive and screen the CEO's phone calls, emails, mail and visitors and respond with her tone of love, kindness, tact, and diplomacy, taking messages, and directing calls appropriately for resolution
Assist with creating systems, activities, and processes for building the company and CEO brand
Track daily expenses and prepare weekly, monthly, or quarterly reports while maintaining various records and documents
Organize and prepare for meetings, including collecting documents, notes and attending to the logistics
Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, pitch decks and agenda materials
Notify CEO of important dates such as bills, reports, grants, birthdays, anniversaries, and celebrations
Manage sensitive matters with a high level of confidentiality and discretion
Be easily assessable for after-hour travel, scheduling, and other needs
Assist with both business related and personal errands on behalf of the CEO and Executive Team
Attend and/or participate at conventions, conferences, and tradeshows, preparing engaging displays and collateral as needed, and providing post-event reports and analysis
May serve on special projects, committees, or act as manager or department representative
Gain, grow and retain clients through proactive sales and lead generation goals
Identify themes, plan content, speakers, and venues for multiple events
Maintains an up-to-date electronic and paper filing system
Supports outreach to sponsors, speakers and gathers needed promotional material (speaker bios, headshots, sponsor logos, etc.)
Works with outside vendors to secure food, d--cor, audio-visual, entertainment, etc.
Helps track budgets, income, and expenses; update, prepare, reconcile, and submit expense reports
Works closely with other team members to provide innovative and creative promotional collateral, content and copyright for marketing events, website, calendars, policies, procedures, and campaigns in line with our brand
Utilize booking and project management software to manage customer bookings and events
Propose, structure, outreach and engage strategic partnerships and public relations opportunities
B2B and B2C collaboration, building digital rolodex, directories, and online networking communities
Responsible for the proper opening/closing duties, light cleaning around the space
Manage the CEO's social media platforms, including Facebook, LinkedIn, and YouTube
Manage administrative and operational duties as needed

Working Environment:

Helping make sure the office/coworking space is running smoothly and ensuring best user experience
Be present in the space and be a friendly face to build relationships
Regular activities require ability to quickly change priorities
Communicate regularly between CEO, interns, contractors, and any staff to perform essential functions
Read and write a variety of manuals and guidelines
Lead and present information to the team frequently
Frequent bending, reaching, lifting, pushing, and pulling up to 25 pounds.

Required Qualifications:

Creative, innovative and love assisting the CEO bring ideas to life. Whether it's a business meeting, large-scale events, or special projects, you hear requests and make them happen. You have at least 3-5 years of experience in supporting an executive team., project management and/or hospitality, and preferably a Bachelor's in Project Management, Communications, or Public Relations. You are highly organized, comfortable creating and/or using systems and processes with excellent time management, partnership formation and team player skills. You are available to work primarily Monday-Friday with flexibility to stay later for events or to trade weekdays for weekends if needed.

Location, Days and Schedule:

Flexing between:

West Seattle, Queen Anne, Beacon Hill and Greater Seattle area

Full-time 40 hours/week. Opportunity to do some days remote, expand and explore other roles in a short time.

Flexible days/hours Monday-Friday; with flexibility to stay later for events or to trade weekdays for weekends if needed based on scheduled and hosted events calendar.

What we Offer

Awesome culture that's inclusive, rewarding and FUN!
Pay based on experience; range $24-29/hour, this can increase quickly based on performance, metrics and increasing our revenue
Employer contribution to health, dental and vision care
Work life balance (flexible days/hours, some remote days available)
Free and discounted usage of coworking and event space
Paid sick and safe time, plus bonus vacation pay and some holidays paid
Seasonal bonuses available
A diverse, caring, bright and inspiring work environment
Training, resources, coaching and development opportunities to grow your personal goals

Job Type: Full-time

Pay: $24.00 - $29.00 per hour

Benefits:
Dental insurance
Employee discount . click apply for full job details

Keywords: Work and Play Lounge, Seattle , Executive Assistant/Receptionist, Administration, Clerical , Seattle, Washington