Executive Assistant

SSA Marine; Seattle (WA); On-site; USD 90,000 - 120,000; Full time

Benefits offered by this job

401k plan

Retirement plan

Bonuses

Job summary

SSA Marine is seeking an Executive Assistant to provide senior-level administrative support to the CEO, CFO and three executives/presidents. The role will manage complex calendars, travel, and board-related activities, while leading a small administrative team and ensuring confidential, high‑quality operations in a fast-paced environment.

The position is on-site, with duties ranging from executive communications to office operations, events, and special projects.

Qualifications

• Minimum 7 years of progressive executive administrative support experience, including direct support of senior executives or C-suite leaders.
• Experience managing or supervising employees, including performance management, coaching, and development.
• Experience coordinating complex calendars, travel, meetings, and board-related activities.
• Experience overseeing administrative operations, office management functions, or administrative support services.
• Exceptional organizational, communication, prioritization, and project coordination skills in a fast-paced environment.
• Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Serve as trusted partner to CEO, CFO and executives, proactively managing calendars and time-sensitive requests.
• Coordinate domestic and international travel arrangements, itineraries, accommodations, and logistics.
• Support governance by preparing materials, correspondence, and follow-up actions for meetings.

Skills

Executive support

Calendar management

Travel coordination

Leadership

Communication

Project coordination

Discretion

Tools

Microsoft Office Suite

Outlook

PowerPoint

Job description

The Executive Assistant (EA) provides senior-level administrative and operational support to the CEO, CFO and three executives/presidents. This role serves as a trusted partner to senior leadership, managing complex executive schedules, board-related activities, communications, travel, and special projects while ensuring the efficient operation of the Executive Office.

In addition to executive support responsibilities, the EA leads a small administrative support team and provides oversight of key administrative functions, including front desk operations and executive office processes. The successful candidate exercises sound judgment maintains the highest level of confidentiality and effectively balances multiple competing priorities in a fast-paced environment.

Executive Support & Board Administration

• Serve as a trusted partner to the CEO, CFO and three (3) executives/presidents by proactively managing complex calendars, meeting schedules, competing priorities, and time-sensitive requests.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, agendas, and related logistics.
• Support executive and board governance activities through the preparation, coordination, and distribution of meeting materials, presentations, correspondence, documentation, and follow-up actions.

Administrative Leadership

• Lead and develop administrative support staff, including the Corporate Receptionist and Mailroom Administrator, through coaching, performance management, and ongoing employee development.
• Partner with Human Resources and executive leadership on recruiting, onboarding, performance concerns, corrective action, and other employee matters as needed.
• Establish, document, and continuously improve administrative processes, procedures, and service standards.

Executive Office & Operational Management

• Oversee administrative operations for executive leadership, including facilities coordination, office moves, technology setup, and other operational activities.
• Manage executive travel programs and maintain effective relationships with travel vendors and service providers.
• Serve as a primary escalation point for Executive Office operational issues and emergencies, ensuring appropriate communication with leadership.
• Manage and maintain Executive Office communications, ensuring professionalism, accuracy, and timeliness.

Events, Corporate Initiatives & Special Projects

• Plan and support executive meetings, employee events, board functions, charitable initiatives, and other company-sponsored activities.
• Lead or support special projects and initiatives assigned by senior leadership.
• Perform other duties and projects as assigned.

Qualifications

• Minimum 7 years of progressive executive administrative support experience, including direct support of senior executives or C-suite leaders.
• Prior experience managing or supervising employees, including performance management, coaching, and employee development.
• Demonstrated experience supporting multiple executives and coordinating complex calendars, travel, meetings, executive communications, and board-related activities.
• Experience overseeing administrative operations, office management functions, or administrative support services.
• Exceptional organizational, communication, prioritization, and project coordination skills, with the ability to effectively manage competing priorities in a fast-paced environment.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Proven ability to exercise sound judgment, maintain confidentiality, and work independently with minimal supervision.
• Nice to have: Experience supporting executives in a multi-location or multinational organization.

Supervisory Responsibilities: Yes

Indicate employees supervised: Corporate Receptionist and Mailroom Administrator

Work Environment

• Exposure to computer screens.
• The noise level in the work environment is usually moderate.
• Required job duties are normally performed in a climate-controlled office environment.
• This position is fully on-site and requires regular attendance in the office five (5) days per week.

Pay Range:

$90,000 - 120,000 per year, DOE (depending on experience). Placement within the pay range will be based on the candidate’s relevant work experience, demonstrated skills and overall qualifications.

Our Company is an Equal Opportunity Employer

Benefits

Eligible employees (and their families) may qualify for medical, dental, and vision insurance, as well as having basic life and accidental death insurance, paid disability insurance, including paid parental leave if eligible, and an Employee Assistance Program. Employees will receive paid sick and vacation time, and company holidays if eligible. The company also offers paid bereavement leave, and paid jury duty. Eligible employees can enroll in our company's 401k plan, as well as a retirement plan. Employees will be eligible for discretionary and/or metric-based bonuses dependent on their position.