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Executive Assistant / Office Coordinator 

Category Administration  
Location Seattle Main Office  
About the Organization Pacific Project Management is a service & client-centered project management company. We manage commercial real estate projects from conception to completion serving as the client's representative, helping manage their design and construction initiatives in a variety of market sectors. As a company we look to be progressive, creative, and always trying to add value to our clients and teams through the balance of human touch and technology.

Our core values are: Service, Trust, Integrity, Honesty & Leadership. We believe in team and a collaborative environment. Each position we hire for will be part of this growing company and have a direct impact on the future of our success. We hire Great People for Great Clients.


Job Summary:

As the first point of contact for people visiting or calling into our office, the Executive Assistant & Office Coordinator must present a professional and attentive demeanor that reflects the values of the company. This person works closely with company leadership to assure that all administrative needs of the office are being addressed. They are responsible for all receptionist duties and general office coordination while supporting PPM’s Leadership team with a variety of administrative projects and tasks as needs arise. A successful candidate will bring strong written and verbal communication skills, excellent organizational skills, a drive for business administration, and the ability to use these skills to support our growing Project Management firm. Individual provides the highest level of service and responsiveness to both internal and external customers.

Office Coordinator Responsibilities

  • Serves as first point of contact for Pacific Project Management
  • Assist in producing marketing collateral through InDesign, Photoshop, PowerPoint and Illustrator
  • Manage phone calls and correspondence (e-mail, letters, packages, etc.)
  • Responsible for maintaining office cleanliness at all times and closing of the office each day
  • Coordinate office activities and operations to secure efficiency and compliance to company policies
  • Manage agendas/travel arrangements/appointments etc. for upper management
  • Deliver detail-oriented planning and support for meetings, special and company events and industry events including logistics, materials and follow-up actions
  • Provide assistance with reconciliation of company credit cards
  • Create and update records, databases, and accounts with personnel, financial and other data
  • Maintain stock of office supplies and place orders when necessary
  • Offers assistance to all staff as needed

Executive Assistant Responsibilities

  • Provide calendar support, arranging appointments, meetings, travel, conference calls
  • Working closely with the CEO to keep him well informed of upcoming commitments and responsibilities
  • Organize and coordinate activities (meetings, presentations, team events etc.) across multiple teams
  • Applies judgement with full understanding of urgency and priorities of the business, routinely needing to multi-task with little to no direction
  • Assist in conference room setup/breakdown and food setup for large meetings
  • Collaborate with support team members to maximize efficiency
  • Actively drive special projects as assigned
  • Assistance troubleshooting technical difficulties
  • Reconcile expenses for multiple credit card
Position Requirements

Job Skills & Qualifications

    • High School graduate with at least two (2) years undergrad education at an accredited institution, preferably in business administration or similar area of focus.
    • 2-3 years’ experience in office support role
    • Demonstrated ability of providing administrative support with constant priority changes, timelines, and deadlines.
  • Strong cross-cultural communication skills and ability to communicate effectively with internal staff and external customers. Strong organizational skills with a relentless attention to detail.
  • Ability to work independently and exercise good judgment when responding to questions. Ability to multi-task and perform assigned tasks under pressure of deadlines with frequent interruptions
  • Assisting/supporting C-level executives

Preferred skills

  • Experience with Office 365, SharePoint, Skype for Business, Adobe Acrobat Pro, InDesign, and PowerPoint

Work Environment & Physical Demand

  • Regularly required to sit for long periods of time
  • Occasionally required to stand; walk, stoop, kneel, crouch and crawl
  • The person in this role needs to be able to occasionally life up to 25 pounds
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.  

This position is currently not accepting applications.

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