Executive Team Assistant Job at Brooks Sports, Inc, Wallingford, WA

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  • Brooks Sports, Inc
  • Wallingford, WA

Job Description

Executive Team Assistant Location Seattle, WA (Wallingford area) : Who We Are : At Brooks, we believe a run can change a day, a life, the world. Everyone who works here is a key part of our obsession to make the best running gear on the planet. We want our business — which also happens to be our passion — to be a place where everyone feels welcome and comfortable being themselves. Our company culture defines us, bonds us together, and drives our success. We live this culture daily through our brand values: Runner First, Word is Bond, Champion Heart, There is no “I” in Run, and Keep Moving. This means we always solve for the runner, do what we say we will, give it our all, are generous with our humanity, and find a way to keep moving every day, because joy is kinetic. Are you ready to help create something extraordinary? Your Job : As the Executive Team Assistant you will provide day-to-day support to the Chief Finance Officer, VP of Information Technology and VP of Apparel. You will be responsible for executive scheduling, booking, and organizing travel and team-related offsites, assisting with communications, managing meeting logistics, and notes on a regular basis. Cross departmental team assistance will be a key component of your role as you work with Finance, Legal, IT, and Apparel so keen attention to detail is a must.

Your Responsibilities:

  • Proactively manage the calendars of executive leadership, including but not limited to Chief Finance Officer and VP of IT including scheduling meetings, arranging travel, and choreographing commitments
  • Coordinate and arrange meetings, including room reservations, ordering food, and managing the set up and clean up. Responsibilities entail taking meeting minutes, setting up AV equipment and executing MS Teams
  • Is an idea generator to find ways to make processes more efficient, tracking expenses more user friendly, and improve day to day activity
  • Is a champion for and provides input into the strategy that originates from the offices of the CFO and VP of IT
  • Engage internal/external contacts with initiative and poise; develop and maintain strong working relationships with all
  • Partner with the Corporate Controller to act as the Corporate Travel Manager, supporting the Corporate Controller in updating and enforcing the Brooks Travel Policy, owning the Run Happy Travel Page, coordination of the external travel agent relationship for Brooks North America, and support visa processing and manage travel credit card expenses
  • Assist in the overall planning and execution for the successful delivery of Brooks Executive offsites and team offsites (IT, Finance, Legal and Apparel)
  • Coordinate travel arrangements, on-site event support, as well as administrative functions around attendee communication, agenda planning and document preparation for event
  • Partner with each executive (IT, Finance and Apparel, may include other leaders) to drive business and culture initiatives across each team and help build team integration and collaboration:
  • Ownership of CFO, VP of IT, and Admin expense reports
  • Perform routine clerical and administrative functions such as preparing correspondence, documents, and data entry
  • Manage confidential information with discretion, sound judgment and integrity
  • Support and assist all other daily activities not mentioned above
  • Experience and knowledge in supporting key initiatives within the IT Department including planning, coordinating, and managing activities for IT Business Operations. The role is key to the successful day to day operations of the IT department and team

Qualifications:

  • Bachelor's degree in a related field preferred
  • 3+ years of executive level support experience including travel, scheduling, expense management and general office support
  • Strong interpersonal and communication skills with the ability to build trust and respect within the organization
  • Proven ability to interact with all levels of employees including corporate executives, customers, partners, and vendors
  • Demonstrated ability to handle complex customer and employee issues and requests associated with supporting senior leadership roles
  • Exceptional communication skills including written and verbal
  • Excellent organizational, time management and prioritization skills in a fast-paced environment to successfully manage multiple tasks simultaneously
  • Ability to manage projects to include planning through execution with minimal direction
  • Must be extremely detail-oriented and able to meet daily, weekly, and monthly deadlines
  • Ability to work well independently and with a high degree of initiative to improve processes
  • Intermediate to advanced level skills in PowerPoint, Visio, Word, Excel, and Outlook
  • General systems aptitude and the ability to do reporting highly preferred
  • Proven ability to handle confidential information professionally and discreetly
  • Builds strong working relationships with IT Leadership Team to ensure organizational alignment and consistency.
  • Drafts and manages the development of internal IT communications for the VP, IT which include announcements, SharePoint sites, blogs and All IT Team meeting presentations.
  • Manages IT employee and contractor onboarding and headcount processes and ensures IT departmental organization charts and seating charts are up to date.
  • General IT business management responsibilities include event planning, managing the cultural survey actions, managing the people improvement programs on the IT roadmap
Compensation: The pay range for this position, based out of the Brooks Seattle HQ, is $75,515 - $110,272 per year. Base pay offered will vary depending on job-related knowledge, skills, and experience. Other: Brooks is proud to offer a robust benefits package to our employees and their families! Benefits- including medical, dental, vision, life and AD&D insurance, disability insurance, HSA and employer contribution, FSA, family & fertility assistance, 401K Savings Plan and match, employee assistance program, and transportation assistance. Paid Time Off- Brooks offers generous time off including three to five weeks of paid time off, eleven paid holidays, paid sick and parental leave. Bonus-in addition to base pay, Brooks employees may also be offered an annual bonus based on company performance. Perks- including product discounts, employee recognition, fitness discounts, volunteer and donation benefits. Location- You will spend 3 to 4 days per week in our Seattle offices, depending on your role, as we believe our organization flourishes when connections, collaboration, creativity, problem-solving, and celebrations happen in person. At Brooks, we celebrate diversity & equity. We are committed to creating an inclusive environment, and encourage people of all backgrounds, perspectives, experiences, and skills to apply. Brooks is proud to be an equal employment opportunity employer. All employment decisions are made without regard to race, religion, creed, color, national origin, age, sex, gender, gender identity or expression, two-spirit identity, sexual orientation, genetic information, sensory, physical, or mental disability, marital status, pregnancy (including childbirth and related conditions), honorable discharge or military status, protected citizen status, actual or perceived victims of domestic violence, sexual assault or stalking, HIV or Hepatitis C infection, political ideology, use of a trained guide dog by a person with a disability, or on any other basis protected by federal, state or local law, or any other non-merit based factors.

Job Tags

Holiday work, Full time, For contractors, Local area, 3 days per week,

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