Overview In this role, you will serve as a trusted administrative partner to the Executive Director and Seattle Research Site Head, managing calendars, travel, and operations to enable senior leaders to focus on strategic priorities. You will coordinate meetings, events, and documents, handle confidential information with discretion, and support cross-site collaboration. You will streamline administrative processes using enterprise tools and AI-assisted productivity to maintain efficiency and compliance. This role offers meaningful impact by enabling executive readiness and smooth site operations.
Compensation / Benefits- medical, dental, and vision benefits
- generous paid time off including a summer and winter shutdown
- educational assistance including student loan repayment
- commuting subsidy
- 401(k) plan
- annual bonus and equity awards
Responsibilities- Act as the primary administrative contact for supported leaders, screening and prioritizing requests with sound judgment
- Build strong relationships with senior executives and stakeholders across sites
- Handle confidential information with discretion and professionalism
- Manage complex calendars across leaders, functions, sites, and time zones in Outlook
- Arrange travel and expenses using Concur, and manage related communications and reimbursements
- Support vendor workflows and budget administration through Coupa and Icertis, including invoicing and POs
- Coordinate meetings, events, and on-site logistics, including materials, catering, AV, and contracts
- Prepare agendas, distribute pre-read materials, and track follow-ups; support document preparation and proofreading
- Support team operations, onboarding/offboarding, and cross-functional projects
- Maintain compliant records and use Microsoft 365 to improve organization and efficiency
Key requirements- Experience supporting senior leaders in a complex, fast-paced environment
- Experience handling confidential matters with discretion
- Experience with procurement, events, or vendor administration and with enterprise systems such as Concur, Coupa, and Icertis
- Proficiency with Microsoft 365 (Outlook, Teams, Word, PowerPoint, Excel) and strong written communication
- Ability to learn and use AI-enabled productivity tools (e.g., Microsoft Copilot) to improve efficiency
- Ability to manage multiple projects independently with accuracy and attention to detail
- Strong judgment, problem-solving, and escalation skills
- Excellent verbal and written communication with a professional, service-oriented approach
- Ability to adapt to changing priorities and remain composed under pressure
- Initiative, accountability, and motivation
- Excellent verbal and written communication
- Professional and service-oriented mindset
- Discretion and integrity
- Microsoft 365 (Outlook, Teams, Word, PowerPoint, Excel)
- Concur
- Coupa
