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Administrative Assistant

Bellevue, Wa, Washington, United States

Ref#: 3555

Date published: 06/29/18

Intellectual Ventures is a global invention and investment business that creates, incubates and commercializes impactful inventions. Led by avid inventor and technology leader Nathan Myhrvold, IV has created more than a dozen companies with the power to transform industries. At the edge of technological advances to serve both the developed and developing world, IV works with many of the world’s top inventors to push innovation forward.

The Corporate Communications Administrative Assistant wears many hats, often simultaneously, so poise and balance are requirements! The best person for this role is someone who can be the glue that brings the teams’ day-to-day operations together and keeps things running smoothly. You have a handle on what is important for the team every day, and you work with the VP to set the team up for success. A primary focus of the role is executive calendar management, scheduling and special projects for the VP of Corporate Communications - so you should have prior experience with executive support. You interact easily with colleagues of all levels – from the most senior executives to summer interns, and everyone in between. You’re naturally curious and have a mind for process improvement and problem solving. You’re always thinking two steps ahead and are detail oriented to a fault. There is no job too big or too small, so you’re equally comfortable ordering lunch for a meeting, showing up at an event to snap photos, and overseeing the logistics of an All Hands Meeting.  

This job includes a broad array of administrative responsibilities, including:
  • Calendar and general administrative support for the Head of Corporate Communications (including daily meeting flow, travel planning and monthly expense submissions)
  • Build relationships and interact with a range of other Project Coordinators, Executive Assistants and Administrators to ensure team is informed and connected to the larger organization
  • Manage vendor contract set-up, invoice processing, and expenses for team
  • Lead logistics for team meetings and events and lend support to larger company meetings and events (invitations, agenda, catering, logistics)
This job also includes an array of project coordination responsibilities, including:
  • Partner with other teams to up-level the employee experience at internal events
  • Support the internal communications manager in posting content to the company intranet
  • Support the digital manager with digital asset administration
  • Maintenance of team assets: version control, dispensation of logos and other assets
  • Manage subscriptions for online and traditional media sources, track and distribute access credentials 
  • Support efforts to document team SOPs and other organization efforts
  • Manage the team calendar; ensuring team member out of office time, important meetings, external events of note, and media activity are tracked and planned for
The skills and attitudes we seek include:
  • Have experience providing executive calendar, administrative and travel support. 
  • Can easily support tracking, organizing, and paying monthly expenses and invoices. 
  • Are highly organized and pride yourself on bringing order to chaos—you like systems that work well, and you are willing to help define or improve them
  • Have prior experience working in a professional or corporate environment
  • Have experience leading administrative operations and logistics for teams
  • Are on top of current technology, platforms and tools (including basic web administration)
  • Have an undergraduate degree in an applicable fieldExcel at prioritization—you know what is important and how to stay focused on it
  • Are resourceful, great at research, think independently, and solve problems on the fly
  • Think two steps ahead of the task at hand
  • Are tactful and exercise good judgement and sound discretion
  • Find opportunities to make things better for your team and take them
  • Have a track record of trying and learning new things
  • Have a point of view but are low ego
  • Love working with people, and people love working with you
Fluency in all basic office software and apps are necessary. In addition, you should be technology forward and able to navigate new software and systems easily. If you have any prior experience on a corporate communications or marketing team, let us know in your cover letter! Bonus points if you have photography (shooting and editing) skills. 

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