Executive Services Operations Coordinator

Build the future, spark innovation and align your career with purpose.

McKinstry is innovating the waste and climate harm out of the built environment and creating lasting impact. Together, we’re building a thriving planet.

Buildings are a leading contributor to the climate crisis, generating nearly 40% of total global energy-related carbon emissions. We’re making a lasting impact on our industry and within our communities by addressing the climate, affordability and equity crises through:

• renewables and energy services
• engineering and design
• construction and facility services

To get where we’re going, we need big thinkers, problem solvers and collaborative mindsets. Does that sound like you?

The Opportunity with McKinstry

We are looking for an Executive Services Coordinator in our Corporate division in Seattle, WA. This position provides comprehensive support and calendar management to the Executive Committee members. The Executive Services Coordinator anticipates needs, clears obstacles and seeks opportunities to take ownership of tasks and projects. Additional responsibilities may include:

Communication

• Schedules and prioritizes executive calendars and maintains contacts.

•  Manages the calendars proactively to make effective and efficient use of the executives’ time.

• Screens and prioritizes executive calls and mail correspondence.

• Drafts, edits, proofreads, and finalizes written materials including correspondence reports, memoranda, speeches, agendas, presentations, and minutes.

• Serves as a liaison to internal staff and external contacts.

Administration

• Provides broad administrative support to all c-suite executives.

• Prepares documents, spreadsheets, correspondence and presentations for the c-suite.

• Organizes and preemptively manages c-suite travel, including but not limited to: organizing flights, hotels, transportation to and from airport--collaborating with other leadership and admins as necessary.

• Represents senior leadership by serving as a liaison to internal and external clients including screening phone calls and following up with clients when appropriate.

• Serves as a liaison between executives, department heads, employees and partners.

• Manages confidential and sensitive information with high-level of discretion.

• Takes well-organized and accurate meeting notes, prepares follow-up documents and distributes work from meetings with minimal oversight. Follows up on assignments and provides reports progress.

• Coordinates departmental resource needs, including requests for supplies, equipment and facilities support.

• Manages expense reconciliation for assigned executives.

• Maintains sensitive files and records. Prepares, organizes and collects files, and performs data archiving. Ensures rapid retrieval of files.

•  Prepares business planning, financial, and statistical reports.

Event & Meeting Planning

• Plans and organizes department events, off-site events and meetings.

Project Support

• Works on special projects and initiatives as assigned.

• Tracks and manage timelines for projects and deliverables.

• Creates SharePoint sites and site content management.

• Assists in organizing, coordinating, and creating materials for:

  • Executive boards and associations.

  • Internal and external meetings and events.

• Conducts research for executive projects.

Performs other duties as assigned.

What You Need to Succeed at McKinstry

• Two (2) years of experience supporting an executive in a multiple unit organization strongly desired.

• Bachelor’s degree in Business Administration or related field or equivalent work experience required.

• Ability to make informed decisions without waiting for direction required.

• Ability to anticipate the needs of the people they support and operate with humility and grace under pressure required.

• Ability to manage communications with the appropriate balance of information sharing required.

• Ability to handle multiple tasks of high priority, in professional, confidential, and efficient manner required.

• Scrupulous attention to detail required.

•  Knowledge of Internet browsers and web technology required.

• Intermediate knowledge of Microsoft Office Suite - Word, Excel, PowerPoint, and Outlook required; working knowledge of SharePoint, Visio and Project required.

•  Basic understanding of databases preferred.

• Knowledge of basic accounting principles and QuickBooks functions preferred.

• Experience in professional services, construction or technology-related industries preferred.

• Experience in a geographically dispersed organizational preferred.

PeopleFirst Benefits

When it comes to the basics, we have you covered:

• Competitive pay
• 401(k) with employer match and profit-sharing plan
• Paid time off and holidays
• Comprehensive medical, prescription, dental, and vision with low or zero deductible options and low out of pocket maximums

People come first at McKinstry, and we go beyond the basic benefits with:

• Family formation benefits, including adoption and IVF assistance
• Up to 16 weeks paid parental leave
• Transgender inclusive benefits
• Commuter benefits
• Pet insurance
• “Building Good” paid community service time
• Learning and advancement opportunities via McKinstry University
• McKinstry Moves onsite gyms or reimbursement for remote workers

See benefit plan documents for complete details.

If you’re driven by our vision to build a thriving planet together, McKinstry is the place to build your career.

This position is expected to be fully onsite at our Seattle offices during normal business hours.

The pay range for this position is $21.00 - $33.00 per hour; however, base pay offered may vary depending on job-related knowledge, skills, and experience. A bonus may be provided as part of the compensation package, in addition to a full range of medical, financial, and/or other benefits, dependent on the position offered. Base pay information is based on market location.

The McKinstry group of companies are equal opportunity employers. We are committed to providing equal employment opportunities to all employees and qualified applicants without regard to sex, gender identity, sexual orientation, age, race, color, creed, marital status, national origin, disability, veteran status, genetic information or any other basis protected by law. This policy applies to all terms and conditions of employment including, but not limited to employment, advancement, assignment, and training. This commitment to Equal Employment Opportunity is made equally as a social responsibility and as an economic and business necessity. 

McKinstry is a drug-free workplace. Employment is contingent upon successfully passing a pre-employment drug and alcohol test, complying with the requirements of the Immigration Reform and Control Act and a Confidentiality Agreement, in addition to successful outcomes of background and reference checks.

Applicants for this role will only be considered if they possess current US Work Authorization, and do not require employer-sponsored VISA support to begin or remain in this role.

Salary : $21 - $33