Sr Administrative Assistant

Spectraforce Technologies; Seattle (WA); On-site; USD 55,000 - 75,000; Full time

Job summary

Spectral staffing division is seeking a Sr Administrative Assistant at Spectraforce Technologies in Seattle to provide high-level administrative support to executives onsite. The role focuses on calendars, travel, meetings, and event coordination in a fast-paced environment.

The ideal candidate will have 7+ years of experience, strong MS Office 365 skills, and a proven ability to manage multiple priorities with discretion and professionalism.

Qualifications

• 7+ years of progressive administrative experience.
• Experience managing calendars and email on MS Outlook (7+ years).
• Project or event management experience.
• Fast-paced environment experience.

Responsibilities

• Provide proactive administrative support to executives, managing calendars, priorities and logistics.
• Coordinate meetings, room setup, audiovisual support, hospitality and notes as needed.
• Manage domestic and international executive travel in line with company policies.
• Lead onsite event planning and logistics including venue selection and supplies.
• Process and manage executive expense reports accurately and timely.

Skills

Calendar management

Travel coordination

Meeting planning

Expense reporting

Executive support

Communication

Organization

Problem solving

Time management

Customer service

Attention to detail

Confidentiality

Education

High school degree

Tools

MS Outlook

Microsoft Office 365

Job description

Job Title: Sr Administrative Assistant

Location: Seattle, WA 98134

Duration: 4months Assignment

Shift/Hours: 40hours/week, M to F

Work Model: Fully Onsite

Summary:

• Provides proactive administrative support to multiple executives, managing complex calendars, priorities and logistics to maximize productivity and align with business goals.
• Serves as a key point of contact for the department, responding to inquiries, coordinating with cross-functional partners and welcoming visitors.
• Plans and coordinates meetings, including scheduling, room setup, audiovisual support, hospitality and meeting notes as needed.
• Manages domestic and international executive travel, ensuring compliance with company policies and seamless travel experiences.
• Leads onsite event planning and logistics, including venue selection, travel, lodging, agendas and supplies.
• Processes and manages executive expense reports accurately and timely.
• Anticipates changing business needs, reprioritizes independently and ensures alignment with executive and team objectives.

Key projects:

• Onsite event planning.

Daily Responsibilities:

• Provides comprehensive administrative support to leaders across International Retail Operations and Coffee, including calendar management, travel coordination, meeting and event planning, communications, expense reporting and day-to-day operational support.
• Proactively manages priorities and logistics to ensure leaders can focus on driving business results.

Interaction level with team:

• High with executives and C-suit.

Technology requirements:

• Technology: advanced knowledge of Microsoft Office 365 and virtual tools.
• Adaptability: able to execute with flexibility in responding to constantly changing environment.
• Collaboration: demonstrate confidence, composure and professionalism; able to build trust with internal and external customers.
• Communication: able to communicate clearly and concisely, both verbal and written.
• Customer Service: demonstrate a positive, can-do attitude with the desire to take on additional responsibilities, consistently delivers high quality customer service to both internal and external stakeholders.
• Organization: excellent organizational skills and high level of integrity and discretion in handling confidential and sensitive information with superior attention to detail.
• Problem Solving: critical thinking and strong analytical skills; able to proactively anticipate needs and use sound judgment.
• Time Management: able to balance multiple priorities and projects in a fast-paced environment, meet deadlines and follow through on.

Degree or Certifications required:

• High school degree.

Years experience:

• Progressive administrative experience. (7+ years).
• Experience managing calendars and email on MS Outlook (7+ years).
• Project or event management (7+ years).
• Fast-paced environment (7+ years).

Nice-to-Haves:

• Domestic and international travel arrangement (7+ years).

Required background & Skills:

• Development: consistent self-driven and strong ownership of tasks and projects.
• Leadership: able to work independently, as part of a team; aptitude in identifying potential for process improvements and leading change process.
• Business Acumen: demonstrates an aptitude for understanding the business, function and company priorities.