Shared Services Assistant

Shared Services Assistant

Airway Heights, WA   Office Support

Description

The Shared Services Assistant will support various corporate services for the Spokane office. We are looking for an organized individual with exceptional communication and customer service skills. This person will assist the Zak Designs Executive team in various aspects including, but not limited to, scheduling, corporate travel, supporting the front reception area, visitor engagement, virtual and in-person meeting set-up and support, employee events, and other administrative duties. The position requires strong attention to detail, a willingness to multitask many projects, and provide positive interactions for both our external clients and internal team. The position also requires a high level of trust and confidentiality on all issues.

This position is scheduled for 30 hours per week, which is considered full-time at Zak. There is potential for more hours up to 40 hours per week given an additional skillset to complete specific reporting, bookkeeping, and analysis tasks. The right candidate will need to be flexible on scheduling between 30-40 hours per week. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. The following is an overview of the main duties for this position and is not all-inclusive of each task that may be performed in this role.

• Maintains schedules, appointments, and travel schedules using Microsoft Outlook. Prepare weekly schedules and travel itineraries as needed.
• Arranges domestic and international travel schedules for Executives, as well as staff upon request, to include air, hotel, and transportation reservations.
• Prepares and edits correspondence, communications, presentations, and other important documents.
• Manages, monitors, screens, responds to, and distributes incoming communications.
• Reviews incoming mail with mail person and prepares bank deposits for checks received as needed.
• Provides and maintains a high level of trust and confidentiality on all issues.
• Creates and maintains electronic filing systems for various business records.
• Orders and maintains stock of office supplies company-wide; distributes upon request to employees.
• Main contact for front desk reception and visitor support
• Responsible for maintaining records for trademark and patent registrations under the direction of corporate legal counsel.
• Assists with and coordinates the semi-annual corporate planning meetings and associated activities.
• Assists in the preparation and analysis of various financial reports such as sales performance history, expenses such as travel, and others as assigned.
• Maintains and approves work schedules and time off requests for various executive-level direct reports.
• Prepares and approves expense reports on behalf of multiple members of the executive team.
• Records, transcribes, and distributes minutes of meetings, detailing actions, responsibilities, and due dates.
• Review administrative processes and practices and seek more efficient means to implement them.
• Assists various departments as needed with tasks such as reporting, posting, analysis, scanning, and organizing records.

Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions.  

• High school diploma or equivalent GED required. Associate's degree (A. A.) or equivalent from a two-year college or technical school preferred
• Three (3+) years of related experience in either administration, executive support, or shared services position
• Three (3+) years of demonstrable experience working with Microsoft Office Suite including Excel, Word, PowerPoint, and Outlook
• Excellent written, verbal, listening, communication, and interpersonal skills
• Flexibility and willingness to change projects as requested
• Willingness to always provide exceptional customer service
• Ability to juggle competing priorities, multi-task, and change direction in a variety of workplace situations

PHYSICAL DEMANDS:  The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully.  Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions.  While performing the duties of this job the employee is regularly required to stand, walk, sit, use hands to handle, or feel objects, tools, or controls, reach with hands and arms, talk, and hear. The employee must regularly lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds, and on some occasions lift up to 50 pounds.   Specific vision abilities required by this job require close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT:  The work environment described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions.  The noise level in the work environment is usually low to moderate and employees work in an office setting with some interaction with machines such as copiers, printers, and/or other design-related machines. 

**This position is required to be on-site full-time out of our Airway Heights office, however after the initial training period (at least 90 days) there may be an opportunity to work a hybrid-remote schedule allowing for 1-2 days at an approved remote location.   

EOE, including disability/vets