Executive Assistant

Veralto; Bellevue (WA); On-site; USD 98,000 - 110,000; Full time

Benefits offered by this job

Onboarding & Training

Career coaching

Health benefits

401(k)

Job summary

Sea-Bird Scientific, a Veralto company, is seeking an Executive Assistant to support the President from our Bellevue, WA headquarters. This on-site role offers exposure to confidential initiatives and cross-functional projects in a growth-oriented, team-focused environment.

The role requires 5+ years of executive support experience, superb organization, and a high level of discretion. Expect active collaboration with multiple departments and a strong emphasis on process improvement and

Qualifications

• High School Degree required; 5+ years supporting a CEO/President in a mid-sized company.
• Excellent organizational, time-management, and communication skills.
• Ability to manage confidential information with discretion.

Responsibilities

• Manage the President's complex calendar, coordinating internal and external meetings across time zones.
• Coordinate travel arrangements (domestic and international) and prepare detailed itineraries.
• Prepare and process expense reports and purchasing orders in line with company policies.

Skills

Executive support

Calendar management

Travel coordination

Communication

Office management

Education

High school diploma

Tools

Microsoft Office

PowerPoint

Excel

Outlook

Job description

Executive Assistant

Imagine yourself...

• Doing meaningful work that makes an everyday impacton the world around you.

• Growing your expertiseand expanding your skillset with every project.

• Owning your ambitionand fueling your career growth.

It’s possible with a role at Sea-Bird Scientific (http://www.seabird.com/) . Headquartered in Bellevue, Washington, Sea-Bird Scientific , a Veralto (http://www.veralto.com/) company, is the world’s largest developer and manufacturer of products for the measurement of salinity, temperature, pressure, dissolved oxygen, fluorescence, nutrients and related oceanographic parameters in marine waters. We offer products to support best-in-class oceanography and climate science. We offer an entrepreneurial environment that is team-centered, customer-driven, quality-focused, and growth-oriented.

At Sea-Bird Scientific and Veralto, you’ll be part of a unique culture and work environment where purpose meets possibility : where the work you do every day directly supports the health and sustainability of our oceans and their ecosystems, and where you’ll have access to robust opportunities to deepen your skillset and develop your career.

We offer:

• Professional onboarding and training options

• Powerful team looking forward to working with you

• Career coaching and development opportunities

• Health benefits

• 401(k)

The Executive Assistant provides administrative support exclusively for the President of Sea-Bird Scientific. Under the direction of the President, works with minimal supervision to handle details of a highly confidential and critical nature. The Executive Assistant requires in-depth knowledge of company operations, policies, procedures, and functions. This role also contributes to a positive and productive work environment by overseeing office facilities and supporting employee engagement initiatives.

This position is part of the Administrative team located in Bellevue, WA and will be on-site.

In this role, a typical day will look like:

Calendar, Agenda & Inbox Management

• Manage and coordinate the President's complex calendar, strategically prioritizing internal and external meetings, time-sensitive discussions, calls, and appointments across multiple time zones.

• Coordinate all aspects of executive, leadership, and all-employee meetings, including conference room reservations, virtual meeting setup, catering, transportation, printing, and other meeting logistics for onsite, customer, and offsite meetings.

• Serve as a trusted partner to the President in preparing for executive meetings, including scheduling, agenda development, preparation and consolidation of presentation materials, and ensuring consistency and quality of meeting documentation.

• Attend executive meetings as needed, organize and archive meeting materials, document key actions, and proactively follow up on commitments, owners, and deadlines.

• Monitor incoming emails, identify action items and priorities, and help ensure timely and appropriate responses.

• Track the status of key deliverables and partner with the President to establish and manage action plans to ensure deadlines and commitments are met.

• Plan and execute offsite meetings for the President, including budget management, venue sourcing, site visits, contract negotiations, vendor management, and end-to-end logistics.

Travel & Expense Management

• Coordinate comprehensive domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries, ensuring seamless logistics across multiple time zones.

• Proactively manage last-minute travel changes, disruptions, and competing priorities with discretion, adaptability, and responsiveness.

• Independently prepare and process expense reports and purchase orders, maintaining a strong understanding of expense, invoicing, purchasing, and budget procedures.

• Review and approve expense reports, purchase orders, holiday requests, and other administrative approvals on behalf of the President, ensuring compliance with company policies and efficient workflow.

Internal & External Communications

• Prepare, review, edit, and refine executive and company-wide communications, including President's letters, employee communications, organizational announcements, speeches, presentations, and meeting materials, ensuring clarity, accuracy, consistency, and alignment with organizational messaging.

• Communicate directly and on behalf of the President with internal and external stakeholders.

• Serve as a key liaison between the President’s office, senior leadership, internal departments, customers, and external partners, maintaining credibility, confidentiality, trust, and strong working relationships.

• Manage and regularly update internal email distribution lists in partnership with HR and IT to ensure accurate and efficient communication across teams.

• Coordinate the onboarding of new direct reports, including immersion plans, IT equipment, corporate credit cards, access requirements, and other onboarding logistics.

• Develop, document, and implement standardized administrative procedures and workflows to streamline operations and improve team productivity.

• Proactively identify and recommend creative solutions to enhance communication strategies, administrative processes, and overall organizational effectiveness.

Facility & Office Management

• Provide project management support for office design, space planning, and workplace optimization initiatives, including moves, additions, workstation changes, and infrastructure requirements.

• Partner with the Facility Manager and other stakeholders to ensure the smooth and efficient operation of headquarters facilities.

• Coordinate a welcoming experience for visitors, including transportation, lodging, and other logistical recommendations and arrangements.

• Serve as a point of contact for questions and requests related to office operations, procedures, facilities, and workplace services.

• Oversee common areas and coordinate maintenance, mailing, shipping, supplies, equipment, and other office requirements.

• Manage incoming mail and packages and coordinate domestic and international shipments.

• Coordinate the ordering and stocking of office supplies and materials.

• Partner with IT to address office equipment and technology issues in common areas and conference rooms.

• Manage relevant vendor relationships and oversee breakroom, kitchen, and self-service snack programs, ensuring appropriate inventory, service quality, cost management, and a positive associate experience.

Project Management & Employee Engagement

• Lead and support special projects and strategic initiatives as assigned by the President, ensuring effective planning, coordination, execution, and follow-through.

• Actively participate in the planning and execution of employee engagement and company events, including holiday celebrations, community events, team-building activities, and other company initiatives.

• Serve as a resource to the Engagement Committee, providing meeting facilitation, event-planning guidance, project coordination, and hands-on support for event execution.

• Collaborate cross-functionally to ensure projects, events, and initiatives are delivered effectively, on time, and in alignment with organizational priorities.

The essential requirements of the job include:

• High School Degree required, Business school or college courses preferred in a relevant subject area, office administration.

• 5+ years experience supporting a CEO/President mid-sized company.

Required Skills & Competencies

• Proven organizational and time-management skills, with the ability to manage multiple priorities accurately, efficiently, and within established deadlines.

• Exceptional attention to detail and a demonstrated commitment to producing high-quality, accurate work.

• Ability to work independently, exercise sound judgment, take ownership of responsibilities, and proactively learn about the business, industry, and organization.

• Strong ability to prioritize and reprioritize work in a fast-paced, dynamic environment while maintaining meticulous follow-through on commitments and deadlines.

• Critical thinker and proactive problem solver with a solutions-oriented mindset and the ability to investigate issues, identify root causes, and implement effective countermeasures.

• Comfortable asking thoughtful questions when priorities, expectations, or direction require clarification, and able to provide and receive candid, constructive feedback.

• Excellent verbal and written communication skills, with the confidence and professionalism to interact effectively with individuals at all levels of the organization, including senior executives, associates, customers, and external partners.

• Demonstrated ability to build trusted relationships and collaborate effectively across functions and organizational levels.

• High degree of integrity, discretion, reliability, and professionalism, with the ability to appropriately handle confidential and sensitive information.

• Advanced proficiency in Microsoft Office, including PowerPoint, Excel, Word, Outlook, and Teams.

• Strong technical aptitude and ability to independently troubleshoot common technology and meeting-related issues.

• Fluent written and spoken English.

Core Behaviors

• Apply Insights - Listens and responds to external and internal customer needs, applying critical thinking, and cultivating breakthrough ideas.

• Instill Trust - Acts with integrity and is self-aware, genuine, open, and honest.

• Deliver Results - Moves strategy to action, champions continuous improvement, and delivers sustainable results to win in our markets.

• Win as a Team - Empowers a broad range of perspectives, builds knowledge and skills, and cultivates inclusion, belonging, and well-being.

US ONLY:

The below range reflects the range of possible compensation for this role at the time of this posting. We may ultimately pay more or less than the posted range. This range may be modified in the future. An associate’s position within the salary range will be based on several factors, including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, shift, travel requirements, sales or revenue-based metrics, any collective bargaining agreements, and business or organizational needs.

The compensation range for this role is $95,000.00 - $110,000.00 USD per year.

We offer a comprehensive package of benefits including paid time off, medical/dental/vision insurance and 401(k) to eligible employees.

Note: No amount of pay is considered to be wages or compensation until such amount is earned, vested, and determinable. The amount and availability of any bonus, commission, benefits, or any other form of compensation and benefits that are allocable to a particular employee remains in the Company's sole discretion unless and until paid and may be modified at the Company’s sole discretion, consistent with the law.

US residents: In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

Veralto Corporation and all Veralto Companies are committed to equal opportunity regardless of race, color, national origin, religion, sex, age, marital status, disability, veteran status, sexual orientation, gender identity, or other characteristics protected by law. We value diversity and the existence of similarities and differences, both visible and not, found in our workforce, workplace and throughout the markets we serve. Our associates, customers and shareholders contribute unique and different perspectives as a result of these diverse attributes.

The EEO posters are available here (https://www.dol.gov/agencies/ofccp/posters).

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform crucial job functions, and to receive other benefits and privileges of employment. Please contact us at [e-mail] to request accommodation.

Unsolicited Assistance

We do not accept unsolicited assistance from any headhunters or recruitment firms for any of our job openings. All resumes or profiles submitted by search firms to any employee at any of the Veralto companies (https://www.veralto.com/our-companies/) , in any form without a good, signed search agreement in place for the specific position, approved by Talent Acquisition, will be deemed the sole property of Veralto and its companies. No fee will be paid in the event the candidate is hired by Veralto and its companies because of the unsolicited referral.

Veralto and all Veralto Companies are committed to equal opportunity regardless of race, color, national origin, religion, sex, age, marital status, disability, veteran status, sexual orientation, gender identity, or other characteristics protected by law. We value diversity and the existence of similarities and differences, both visible and not, found in our workforce, workplace and throughout the markets we serve. Our associates, customers and shareholders contribute unique and different perspectives as a result of these diverse attributes.