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Executive Assistant

Location: Work from Home (Business based in Bellingham, WA)
Job Type: Salary (Full-time/40 hours per week)
Compensation Range: $70,000-$90,000 DOE 

Projected Hire date: TBD

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to our senior executives. This role requires a detail-oriented individual with exceptional communication and multitasking skills, capable of handling a variety of tasks ranging from administrative support to strategic project coordination. As an Executive Assistant, you will play a crucial role in ensuring the smooth operation of executive functions, facilitating effective communication, and contributing to the success of our internal and external initiatives. They will be a team player with high levels of integrity, trusted with sensitive information, and are keen to learn and grow with the organization.

Responsibilities

​Executive Support:

  • Provide high-level administrative support to senior executives, including managing calendars, scheduling appointments, and coordinating travel arrangements.

  • Prepare and format executive communications, presentations, and reports.

  • Handle confidential information with discretion and professionalism.

Document and Data Management:

  • Oversee and manage digital filing systems to ensure documents are current and readily accessible.

  • Assist in the preparation and formatting of technical documents and reports to support project deliverables.

Business Administration Support:

  • Perform basic bookkeeping tasks in coordination with the accounting team (accounts receivable and accounts payable, employee reimbursement requests, timecard tracking/organization).

  • Manage receipt collection, filing, and invoicing, alongside tracking project expenditures.

  • Assist with human resources tasks such as documentation associated with employee onboarding and offboarding.

  • Maintain records for business licenses, renewals, and compliance with public bid documentation.

Communication and Scheduling:

  • Handle daily communications, including inbox review and prioritization, screening new contact requests, and managing administrative communications.

  • Prepare for, schedule, and facilitate meetings, including taking minutes and tracking follow-up tasks.

  • Act as a liaison between executives and other staff, ensuring effective communication and follow-up.

Project Coordination:

  • Assist in managing executive-led projects, tracking milestones, and ensuring timely completion of deliverables.

  • Coordinate with various departments to gather information and support executive decision-making.

Strategic Support:

  • Conduct research and compile data to support executive initiatives and decision-making.

  • Assist in the preparation of strategic plans and presentations for board meetings and other high-level engagements.

Qualifications

Education:

  • Bachelor’s degree in Business Administration, Communications, or a related field. Masters in Business Administration (MBA) preferred.

  • Additional certifications in administrative support or executive assistance are a plus.

Experience:

  • Minimum of 5 years of experience as an Executive Assistant, Administrative Assistant, or in a similar role supporting senior executives.

  • Proven experience in managing complex calendars, travel arrangements, and executive communications.

Skills:

  • Exceptional organizational skills with a strong attention to detail.

  • Excellent written and verbal communication skills.

  • Proficiency in office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

  • Ability to handle confidential information with discretion and professionalism.

  • Strong problem-solving skills and the ability to work independently.

  • Ability to multitask and prioritize tasks in a fast-paced environment.

Attributes:

  • High level of professionalism and a positive attitude.

  • Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners.

  • Proactive and able to anticipate the needs of the executives.

  • Flexibility and adaptability to changing priorities and demands.

Technical Proficiency:

  • Familiarity with digital filing systems and document management software.

  • Experience with bookkeeping tasks and financial software is an advantage.

  • Ability to learn and adapt to new software and technologies as needed.

Additional Qualifications:

  • Experience in project coordination and management.

  • Ability to conduct research and compile data for executive decision-making.

  • Understanding of business license maintenance, renewals, and compliance requirements.

Cascadia Renewables is an equal-opportunity employer committed to diversity and inclusion. We encourage individuals from all backgrounds, including but not limited to race, ethnicity, religion, gender, age, sexual orientation, and disability, to apply.

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We offer a benefits package that includes a health stipend of $500/month, a flexible work schedule, and opportunities for professional development. We also provide a supportive work environment where you can grow your skills and make a significant impact on our community and the environment.

To Apply:

 

Please submit your resume, cover letter, and relevant project portfolio to info@cascadiarenewables.com with the subject line "Executive Assistant". We look forward to reviewing your application.

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