Executive Administrative Assistant

Thermal Supply is a Daikin Comfort Technology company in the Pacific Northwest. We have 23 locations in the PNW. Thermal is a wholesaler of heating, air conditioning equipment parts, refrigeration and supplies.

This position is located in Seattle, WA at our Thermal Supply Seattle Branch.

The Executive Assistant / Receptionist will assist with the President of Thermal Supply and top level executives with executive level administrative support such as providing clerical administration, receiving clients and visitors, arranging travel and correspondence, managing executive’s meetings and calendar, developing and preparing presentations and reports, and scheduling meetings.

May also be responsible for training and supervising lower-level clerical staff.

Responsibilities

• Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
• Answer and direct calls to appropriate executives and parties and take messages when needed.
• Greet
• Open, sort, and distribute correspondence, including email, faxes, and snail mail.
• Read and analyze submissions, letters, agendas, memos and determining significance; forward appropriate personnel in a timely and efficient manner.
• Prepare reports, collect and analyze information and prepare presentations.
• Develop and utilize historical information.
• Record meeting discussions and provide minutes.
• Maintain inventory of office supplies and anticipate office supply needs; place orders when necessary.
• Ensure operation of office equipment, order maintenance when necessary.
• Proficient in Access, MS Word, Excel, Outlook.
• Coordinate finances and assist with budget preparation.
• Train clerical staff in policies and procedures and arrange for the set-up of new computers for new employees.
• Prepare executive responses to routine memos, letters, or correspondence.
• Provide clerical and general office support to other offices.
• Delegate tasks and responsibilities to other staff members when appropriate.
• Interact with customers when appropriate and problem solve any issues they might have.
• Document complaints and develop an appropriate course of action. Report problems to executives when they cannot be resolved for attention.
• Perform additional duties as required.

Qualifications

• Possesses a broad theoretical job knowledge typically obtained through advanced education
• Has no discretion to deviate from established procedures by performing structured work assignments
• Work is closely supervised
• Problems faced are not typically difficult nor complex
• Explains facts, policies and practices related to job area
• High school diploma or GED equivalent.
• Possess a strong work ethic - polished / poised and resourceful.
• Strong relationship building and interpersonal skills.
• Exceptional written and verbal communication skills.
• Tremendous attention to detail.
• Possess the ability to interact professionally with internal and external personnel throughout the Company.
• Exhibit an excellent sense of discretion regarding highly sensitive and confidential information.
• Possess the ability to learn quickly, work independently and prioritize multiple tasks in a deadline driven environment.
• Associate’s degree in business / related field is preferred.

Benefits : The Company offers a comprehensive benefits package. Benefits for employees include healthcare and dental insurance, life and long-term disability insurance, 401K and different types of paid time off.

The Company provides equal employment opportunity to all employees and applicants regardless of a person’s race, color, religion (including religious dress or grooming practices), creed, national origin (including language use restrictions), citizenship, uniform service member or veteran status, ancestry, disability, physical or mental disability (including HIV / AIDS), medical condition (including cancer and genetic characteristics), genetic information, request for protected leave, marital status, sex, pregnancy, age (over 40), sexual orientation, gender, gender identity or expression, political affiliation, or any other characteristic protected by law.

The Company will comply with all federal and state regulations and statutes pertaining to individuals with disabilities.