Executive Administrative Assistant

Avista; Spokane (WA); Hybrid; USD 68,000 - 123,000; Full time

Benefits offered by this job

Healthcare options

401(k) match

Paid time off

Life and disability insurance

Tuition assistance

Education and development support

Job summary

Avista seeks a Senior Executive Administrative Assistant to provide high-level support to executives in Spokane, WA. The role includes complex calendar management, travel coordination, and confidential document handling, with a focus on efficiency and professionalism.

Responsibilities span financial administration, board materials preparation, and cross-functional liaison with stakeholders. The candidate will work in a fast-paced environment with a strong emphasis on discretion and accuracy.

Qualifications

• 5 years of related administrative experience required.
• Associates degree preferred.
• Knowledge of budget administration and accounts payable is preferred.
• Proficiency in Microsoft Office, databases, and standard office equipment is required.
• Detail oriented with excellent organizational skills and ability to multitask.
• Strong verbal and written communication with internal and external stakeholders.

Responsibilities

• Provides high-level administrative and organizational support to executives and departments.
• Manages complex calendars, meetings, travel, and logistics; handles confidential information with discretion.
• Supports financial administration by preparing invoices, reconciling expenses, and tracking budget activity.
• Coordinates meetings and events, including agendas, logistics, catering, and AV needs; follows up on actions.
• Maintains timely and accurate records; proofreads board reports and presentations.
• May schedule corporate aircraft and prepare reports for special assignments.

Skills

Budgeting knowledge

Microsoft Office

Time management

Communication skills

Confidentiality

Multi-tasking

Stakeholder management

Education

Associates degree preferred

Tools

Microsoft Office

Databases

Job description

Job Description

The position assists in meeting specialized goals and contributes to the achievement of the company’s vision, mission and strategic objectives by providing special project and executive support to positions of significant leadership within Avista. This includes acting on behalf of Executives in dealing with senior leadership, board members, other employees, clients, and contacts. Ensures accurate and timely processing of documents, reports, records, and data, as well as managing budgets and important reporting functions. Acts in an empowered manner to create and maintain a well-run, professional workplace, and to enhance the area’s image internally and externally. Ensures open lines of communication throughout the company and good working relationships with other areas. Maintains a high level of confidentiality and demonstrates an ability to handle sensitive information in an appropriate manner

Closes: September 14, 2026

Responsibilities

• Provides high-level administrative and organizational support that helps executives and departments operate efficiently. Responsibilities include managing complex calendars, scheduling meetings, coordinating travel and logistics, conference registration, time recording and timekeeping duties, handling confidential information with discretion, serving as a liaison with internal and external stakeholders, and assisting with special projects as needed.
• Supports financial administration for assigned officers by preparing invoices for processing, preparing and reconciling monthly credit card expenses, preparing and submitting expense reports, tracking budget activity and pulling budget-related information as needed to support planning, monitoring and reporting.
• Coordinates meetings and events by managing agendas, room setup, technology needs, attendee communications, catering arrangements materials, and follow-up actions. Event planning tasks may include reserving venues or meeting spaces, coordinating invitations and RSVPs, developing event timelines, arranging food and beverage service, preparing name badges or materials, organizing speaker or participant logistics, confirming audiovisual support, tracking attendance, and resolving day of event needs to ensure meetings and events run smoothly and professionally.
• Maintains timely and accurate records. Proofreads multiple important documents including board reports, presentations and other materials.
• Prioritizes multiple tasks with minimal supervision, while maintaining flexibility in a constantly changing, confidential, high-energy environment. Anticipate area’s needs and acts on matters within their control.
• May be responsible for scheduling the corporate aircraft.
• Research and compiles information on special assignments that require a high degree of knowledge and independence; prepares reports that may have content of a sensitive or confidential nature.
• Gathers, organizes, and posts board materials in preparation for meetings as well as provides logistical support for board meetings.

Senior Executive Administrative Assistant Includes The Above Responsibilities Plus

• Supports senior level executive officers or large number of leaders
• May operate as a backup to the Assistant Corporate Secretary including board communication, files SEC and FERC documents, prepares annual state filings, prepares and files New York Stock Exchange notifications, etc.
• Serves as lead administrator for respective committees or board postings on Board Portal (Diligent).

Requirements

• 5 years of related administrative experience required.
• Associates degree preferred.
• Utility background and a high-level knowledge of company policies and procedures are preferred.
• Requires demonstrated proficiency in computer skills using Microsoft Office, databases and standard office equipment.
• Knowledge of budget administration and accounts payable.
• Detail oriented, ability to multi-task, and excellent organizational skills required
• Ability to work in a fast-paced environment with multiple demands, tight deadlines, and varied work assignments with minimal supervision.
• Proven ability working with internal and external stakeholders.
• Effective and flexible verbal and written communication skills required.
• High level of professionalism with ability to handle sensitive and confidential information.

Hiring Range: $32.70 to $42.18 per hour

Senior Executive Administrative Assistant

• 8 years of related administrative experience required.
• Requires demonstrated proficiency in computer skills using Microsoft Office, databases and standard office equipment

Hiring Range: $37.30 to $48.31 per hour

Preferred Requirements

• Strong organizational skills with the ability to manage competing priorities, anticipate needs, follow through on commitments, and support multiple executives or workstreams.
• Experience preparing invoices for processing, preparing and reconciling monthly credit card expenses, preparing and submitting expense reports, tracking budget activity, and pulling budget-related information as needed.
• Ability to use Microsoft Copilot and other approved AI-enabled productivity tools to support drafting, summarization, meeting preparation, information synthesis, task tracking, and workflow efficiency while applying appropriate review, judgment, and confidentiality safeguards.
• Comfort using collaboration, document management, virtual meeting, and workflow tools to coordinate information, support meetings, maintain records, and improve administrative processes.
• Demonstrated attention to detail, customer service orientation, adaptability, initiative, and ability to build trusted working relationships with executives, employees, vendors, and external stakeholders.

The successful candidate will be required to work at the Spokane, Washington office five days per week. Remote work is sometimes available for this role depending on assigned officer schedules, business needs, meetings or events, and coordination with other Executive Administrative Assistant schedules to ensure appropriate coverage and support.

Total Rewards

At Avista, our employees are the foundation of our success. Their dedication drives the value we deliver to our customers and communities. That’s why we prioritize the physical, mental, and financial well-being of our team members and their families.

• Affordable healthcare options including medical, dental, and vision coverage
• Retirement benefits with an enhanced 401(k) match
• Incentive programs rewarding performance and contributions
• Competitive paid time off including holidays, personal days, and vacation
• Life and disability insurance for added peace of mind
• Wellness resources supporting mental and physical health
• Education and development support including tuition assistance
• Community giving programs encouraging employee engagement and impact
• Other optional benefits from Legal insurance, Pet insurance, and more (Eligibility subject to Bargaining Unit affiliation)

To learn more, please visit our benefits website at https://avistabenefits.com/.

We are committed to maintaining a competitive and equitable total rewards package that attracts and retains a diverse, skilled, and engaged workforce.

In compliance with state laws, we provide the full salary range for each position, along with the typical hiring range based on qualifications, experience, and internal equity. The full salary range for this position is $32.70 to $59.31 per hour. Questions regarding compliance with this requirement can be directed to [e-mail].

Pre-employment Screening Requirements

Employment is contingent upon the successful completion of a drug test, background check and motor vehicle records review.

Avista’s Commitment to Equal Opportunity

Avista is a safe, inclusive workplace for people of all backgrounds, and we are committed to Equal Opportunity Employment. All qualified applicants will be considered regardless of race, color, religion, national origin, sex, gender identity, sexual orientation, marital status, age, sensory, mental or physical disability (unless based upon a bona fide occupational qualification), Veteran status or any other classification protected by nondiscrimination laws. Please view Equal Employment Opportunity Posters provided by OFCCP here. Prior to the next step in the recruiting process, we welcome you to inform us confidentially if you require any special accommodations to participate fully in our recruitment process. Avista will make reasonable accommodation to assist a qualified person with a disability in the job application, interview process, and to perform the essential functions of the job whenever possible, where undue hardship would not be created for Avista. Please contact us at [e-mail] if you would like assistance.