Executive Administration Coordinator

Founded in1898 Mutual of Enumclaw is a people-first insurer rooted in community recognized asWashingtons Best Company to Work Forfor the14th consecutive year and proudly serving individuals families farms and businesses through local independent agents across the West.

We are looking for a proactive highly organized professional to join our new Seattle office in a unique role supporting our CEO and Executive Leadership Team while helping create an exceptional day-to-day experience for our Seattle team. This is much more than a traditional Executive Assistant or Office Manager position. Youll be at the center of a growing office working closely with senior leaders helping keep priorities moving coordinating everything from executive schedules and meetings to office operations and special projects and stepping in wherever you can make an impact. For the right candidate this is an opportunity to gain a front-row view of how an insurance company operates and how executive decisions are made. Our goal is for the person in this role to learn the business build relationships across the organization take on increasing responsibility and ultimately have the opportunity to grow into other areas of the company as their interests and strengths develop.

EXECUTIVE & LEADERSHIP SUPPORT

• Provide day-to-day administrative and operational support to the CEO President and Executive Leadership Team:
• Coordinate complex calendars meetings appointments travel and related logistics balancing competing priorities and adjusting as needs change.
• Anticipate the needs of executives and proactively identify and resolve scheduling logistical and administrative issues.
• Help manage communications requests and follow-ups on behalf of executives using sound judgment to prioritize and route matters appropriately.
• Draft edit proofread and prepare professional correspondence presentations reports meeting materials and other documents for internal and external audiences.
• Create and maintain effective administrative filing and record-keeping systems including highly confidential executive and organizational records.
• Exercise exceptional judgment confidentiality and discretion when handling sensitive business and personal information.
• Provide occasional personal assistance to the CEO and Executive Team including scheduling appointments reservations travel errands or other needs that help executives remain focused on business priorities.

SEATTLE OFFICE OPERATIONS

• Take ownership of the day-to-day Seattle office experience and serve as the person employees executives and visitors can count on when something needs attention.
• Manage relationships with building management facilities providers and other office vendors including cleaning maintenance security repairs and related services.
• Oversee office supplies equipment inventory mail deliveries and courier services.
• Help ensure the office is safe functional welcoming and compliant with applicable workplace and safety requirements.
• Coordinate workspace planning and office setup for employees new hires executives and visitors.
• Support Seattle office onboarding logistics including workstations building access badges parking and other first day needs.
• Track office-related expenses invoices reimbursements and budget items.
• Serve as the primary on-site contact for facility issues emergencies or disruptions and coordinate with the appropriate internal and external resources.
• Help create a great Seattle office culture through employee experiences gatherings celebrations and other office initiatives.

BUSINESS & SPECIAL PROJECTS

• Support executive and strategic projects by coordinating activities tracking deadlines and deliverables and following through to completion.
• Take ownership of special projects that may fall outside the traditional boundaries of executive or office support.
• Coordinate across teams and functions to keep projects and priorities moving.
• Build relationships throughout the organization and develop a working knowledge of our structure people operations strategic priorities and the property and casualty insurance industry.
• Look for opportunities to improve processes solve problems and make the Seattle office and Executive Leadership Team more effective.

MEETINGS BOARD & EVENTS

• Coordinate high-visibility meetings and events including Executive Leadership Team meetings Board meetings company events conferences and executive functions.
• Manage meeting logistics from beginning to end including scheduling facilities technology materials meals travel and other arrangements.
• Prepare agendas and meeting materials capture and distribute minutes when appropriate and track action items and follow-ups.
• Help plan and execute internal external and community-facing events including the Companys annual meeting.
• Ensure virtual and in-person meetings are organized professional and run smoothly.

RELATIONSHIPS & ENGAGEMENT

• Build collaborative relationships with employees across the organization including Home Office and remote teams.
• Develop positive working relationships with agents policyholders business partners community organizations and other external stakeholders.
• Coordinate promotional items and branded materials including ordering inventory distribution and vendor relationships.

GOVERNANCE REGULATORY & COMPLIANCE SUPPORT

• Support the preparation coordination and maintenance of correspondence reports records and other materials involving the CEO Executive Leadership Team and Board of Directors.
• Assist with administrative coordination involving regulators insurance departments and other external organizations as needed.
• Maintain accurate and confidential records in accordance with Company policies and applicable requirements.
• Help ensure executive Board and regulatory materials are complete organized accurate and delivered on time

You dont need to come to us knowing the insurance business or having spent years as an Executive Assistant. Were looking for someone with the judgment drive curiosity and maturity to learn quickly and become an increasingly valuable member of the team.

• Exceptional judgment and discretion. You understand the importance of confidentiality and can be trusted with sensitive business executive and personal information.
• Highly organized and detail oriented. You can manage multiple priorities keep track of the details and follow through without needing someone to remind you.
• A step-ahead mindset. You dont just wait to be told what to do. You anticipate needs notice what others may miss and take initiative to solve problems before they become problems.
• Strong communicator and relationship builder. You communicate clearly and professionally; whether youre working with the CEO a colleague an agent a Board member a vendor or a community partner.
• Resourceful and adaptable. Youre comfortable figuring things out changing direction when priorities shift and tackling assignments youve never done before.
• An ownership mentality. If something needs attention youre willing to take responsibility for it and see it through. No task is beneath you and youre equally excited by opportunities to take on bigger challenges.
• Collaborative but independently driven. You enjoy working across teams and functions while also being comfortable taking an assignment and running with it.
• Comfortable with technology and curious about whats next. Youre proficient with Microsoft Office and everyday business technology and eager to use new tools including AI-powered scheduling workflow and productivity tools to work smarter and improve how things get done.
• Poised and professional. Youre comfortable interacting with senior executives and external stakeholders and understand how to represent the Company well.
• Eager to learn and grow. You want to understand how the business works learn the property and casualty insurance industry build relationships throughout the organization and grow into new opportunities over time.
• Flexible when it matters. You understand that supporting senior executives and a growing office occasionally requires availability outside normal business hours including evenings or weekends.
• Ready to be part of the Seattle office. This is a fully onsite role in Seattle and is designed for someone who wants to be an active part of building the culture and experience of our new office

Education and Experience:

• A bachelors degree or equivalent combination of education and experience is preferred (experience gained through internships campus leadership customer-facing roles project coordination hospitality administrative work or other professional settings can all provide a strong foundation for this role.)
• Experience working in a corporate or professional environment is a plus but prior insurance industry or Executive Assistant experience is not required.
• Most importantly youve demonstrated initiative sound judgment personal accountability and a desire to learn and youre excited about the opportunity to build a long-term career with the Company.