What are the responsibilities and job description for the Executive Assistant position at Aventacor?
Everett, WA | Mon-Thu, 10AM–3PM PT
Travel: Up to 25% Local Travel
Compensation: $45/hr
Benefits
We're a values-driven startup headquartered in Everett, WA, operating multiple subsidiaries and non-profit projects. Our work is guided by a deep commitment to integrity and compassionate leadership. We're building a team that reflects those values - people who lead with kindness, act with discretion, and care about the impact of their work on the broader community. If that resonates with you, we'd love to hear from you.
About The Role
We're looking for a proficient and dependable Executive Assistant to provide part-time support to our Founder. Because our work spans multiple entities and sensitive nonprofit initiatives, we place an especially high premium on confidentiality and accuracy. The right candidate will feel as comfortable handling sensitive information as they do juggling competing priorities, and will bring genuine warmth and professionalism to every interaction.
Responsibilities
Inbox Communication Management:
While every day will be unique, here's a snapshot of what to expect.
Morning: Prepare a status report on priority deliverables and upcoming tasks, and follow up on overdue items. Reach out to external partners to schedule meetings. Join a client meeting and afterward, send a recap email to participants. Log new deliverables with due dates.
Mid-Morning: Meet with a new client to walk through the standard onboarding questionnaire. Capture responses, organize assets, and create a project brief. Call an existing client. Ask clarifying questions to understand scope, then draft a clear summary for review.
Afternoon: Build out future meeting agendas, update the company calendar with new scheduling requests, and clear the task list of anything actioned during the day.
What We're Looking For
Travel: Up to 25% Local Travel
Compensation: $45/hr
Benefits
- Flexible Schedule.
- 100% Paid ORCA Transit Card.
- Unlimited Paid Time Off.
- 13 Company Holidays.
- Paid Cellular Plan.
We're a values-driven startup headquartered in Everett, WA, operating multiple subsidiaries and non-profit projects. Our work is guided by a deep commitment to integrity and compassionate leadership. We're building a team that reflects those values - people who lead with kindness, act with discretion, and care about the impact of their work on the broader community. If that resonates with you, we'd love to hear from you.
About The Role
We're looking for a proficient and dependable Executive Assistant to provide part-time support to our Founder. Because our work spans multiple entities and sensitive nonprofit initiatives, we place an especially high premium on confidentiality and accuracy. The right candidate will feel as comfortable handling sensitive information as they do juggling competing priorities, and will bring genuine warmth and professionalism to every interaction.
Responsibilities
Inbox Communication Management:
- Draft and respond to emails, messages, and inquiries in the company's voice.
- Triage high-priority items, route requests appropriately, and ensure timely follow-up.
- Contact clients to gather clarity, additional background, or status updates on requests.
- Schedule, confirm, and prepare all internal and external meetings.
- Own and manage the company calendar across all business commitments.
- Draft detailed agendas for upcoming meetings and distribute to attendees in advance.
- Prepare and distribute post-meeting summaries with clear action items and owners.
- Log new deliverables, assign tasks, and set due dates via project management tools.
- Monitor project management tools to ensure deadlines are visible and milestones are tracked.
- Conduct new client onboarding meetings to capture goals, requirements, and expectations.
- Communicate project status updates to clients at regular intervals or upon major milestones.
- Identify and research external subject-matter experts relevant to current initiatives.
- Draft initial contact emails, manage responses, and schedule conversations.
- Maintain organized records of partners, contacts, and outreach history.
While every day will be unique, here's a snapshot of what to expect.
Morning: Prepare a status report on priority deliverables and upcoming tasks, and follow up on overdue items. Reach out to external partners to schedule meetings. Join a client meeting and afterward, send a recap email to participants. Log new deliverables with due dates.
Mid-Morning: Meet with a new client to walk through the standard onboarding questionnaire. Capture responses, organize assets, and create a project brief. Call an existing client. Ask clarifying questions to understand scope, then draft a clear summary for review.
Afternoon: Build out future meeting agendas, update the company calendar with new scheduling requests, and clear the task list of anything actioned during the day.
What We're Looking For
- A deeply trustworthy individual with a strong personal commitment to honesty, discretion, and confidentiality, who shares our values, including respect for all people, a commitment to equity and inclusion, and a desire to contribute to meaningful work.
- Strong written and verbal communication skills, ability to articulate the company vision professionally and clearly in emails, summaries, and client-facing documents.
- Meticulous attention to detail and a high standard of accuracy in all work product.
- Ability to work independently, manage time effectively, and adapt to shifting priorities.
- A collaborative, low-ego approach and a warm, professional demeanor.
- Experienced and comfortable with digital project management tools.
- Minimum 2 years of experience in an assistant or administrative support role.
- Valid Washington State driver's license with a clean driving record for the past 12 months.
- Ability to pass a criminal background check.
- At least two professional references.
- Must be legally eligible to work in the United States.
Salary : $45