Executive Assistance Jobs in Bothell, WA (NOW HIRING)

Location: Bellevue, Washington

Work arrangement: Hybrid—remote Monday and Friday; in-office Tuesday through Thursday

Employment type: Full-time, salaried nonexempt

Salary range: $70,000-$90,000 annually

Reports to: President & CEO

Summary

ARM Creative is seeking a highly organized, proactive, and trustworthy Executive Assistant & Business Operations Coordinator to support our President & CEO. This is a high-trust position combining executive assistance, financial administration, and business operations. The person in this role will help the President & CEO remain focused on company strategy, leadership, financial planning, and business development by managing scheduling, communications, preparation, follow-through, and recurring administrative responsibilities. The ideal candidate anticipates needs, brings order to ambiguity, exercises sound judgment, and follows work through to completion without requiring constant direction. They will work closely with ARM Creative’s leadership team, employees, clients, vendors, bookkeeper, and outside professional partners.

Primary Responsibilities

Executive Support

• Manage and prioritize the President & CEO’s calendar, meetings, appointments, and scheduling requests.
• Protect designated time for strategic work, financial planning, leadership, and business development.
• Monitor and organize the CEO’s business email, Asana activity, approvals, reminders, and follow-up items.
• Triage incoming requests and determine what can be handled independently, delegated, scheduled, or prepared for the CEO’s decision.
• Prepare a concise daily briefing covering priorities, upcoming meetings, decisions, financial approvals, and potential issues.
• Draft routine correspondence and, as appropriate, send responses on behalf of the President & CEO.
• Prepare meeting agendas, background materials, decision summaries, and briefing documents.
• Document meeting commitments, assign or track action items, and follow up with responsible team members.
• Support recurring leadership activities, including daily huddles, one-on-one meetings, quarterly planning, and company meetings.
• Coordinate executive travel, reservations, events, and other logistics as needed.
• Organize confidential company, financial, employee, and executive records.
• Serve as a professional point of contact for employees, clients, vendors, and outside partners.

Billing & Financial Administration

• Prepare and send client invoices according to approved agreements, billing schedules, and information provided by account leadership.
• Maintain an accurate invoice tracker and ensure recurring and project-based invoices are sent on schedule.
• Monitor accounts receivable and send professional payment reminders according to ARM Creative’s established collection process.
• Escalate overdue balances, billing discrepancies, and client questions to the appropriate person.
• Receive, organize, and review vendor invoices for appropriate documentation.
• Route expenses for approval and schedule approved payments by their due dates.
• Maintain vendor records, W-9s, payment information, contracts, and related documentation.
• Collect receipts and support expense-reporting and corporate-card documentation.
• Coordinate with ARM Creative’s bookkeeper, CPA, and other financial partners to provide records and resolve administrative questions.
• Follow established financial controls when handling client, vendor, banking, and payment information.

Business Operations

• Maintain a master calendar of recurring business deadlines, renewals, subscriptions, insurance requirements, licenses, contracts, and administrative obligations.
• Organize company files, templates, standard operating procedures, and executive records.
• Support new-business administration, including scheduling introductory calls, maintaining CRM information, tracking proposals, routing service agreements, and coordinating follow-up.
• Help prepare proposals, agreements, meeting materials, and related new-business documents.
• Support internal initiatives by maintaining timelines, tracking decisions, and following up with responsible team members.
• Assist with employee onboarding logistics, equipment coordination, documentation, and scheduling as needed.
• Identify opportunities to simplify and improve administrative processes.
• Manage occasional special projects assigned by the President & CEO.

Qualifications

• Two or more years of experience in executive assistance, business operations, administrative management, or a similar role.
• Experience directly supporting a business owner, executive, or senior leader is strongly preferred.
• Working knowledge of invoicing, accounts receivable, accounts payable, expenses, and vendor administration.
• Strong written and verbal communication skills.
• Exceptional attention to detail and the ability to manage multiple deadlines and priorities.
• Demonstrated discretion when working with confidential financial, employee, client, and company information.
• Ability to anticipate needs, exercise sound judgment, and manage upward.
• Comfortable following established processes while identifying opportunities to improve them.
• Proficiency with Google Workspace or Microsoft Office and project-management platforms such as Asana.
• Familiarity with accounting platforms, CRM systems, and electronic payment tools is preferred.
• Experience in a marketing agency, professional-services firm, or entrepreneurial business is a plus.
• Ability to work from ARM Creative’s Bellevue office Tuesday through Thursday each week.

Characteristics of the Right Candidate

• Proactive rather than reactive
• Highly dependable and consistent
• Organized without becoming inflexible
• Calm and professional under pressure
• Comfortable asking thoughtful clarifying questions
• Able to distinguish between urgent matters and routine noise
• Willing to take ownership of details and follow-through
• Confident working independently while remaining connected to the team
• Comfortable communicating professionally with executives, employees, clients, and vendors

Measure of Success

Success in this position means:

• The President & CEO’s calendar and time reflect the company’s most important priorities.
• Preventable interruptions and administrative demands on the CEO are reduced.
• Meetings are properly prepared, and commitments do not fall through the cracks.
• Routine questions and requests are handled or delegated without unnecessary CEO involvement.
• Client invoices are sent accurately and on schedule.
• Receivables are monitored and followed up on consistently.
• Approved vendor bills are processed by their due dates.
• Business deadlines, renewals, and administrative obligations are handled proactively.
• Leadership and company information is current, organized, and easy to locate.
• The position returns at least five to eight hours of productive time to the President & CEO each week.

Compensation & Benefits

The salary range for this position is $70,000–$90,000 annually. The starting salary will be determined based on job-related experience, skills, and qualifications. This is a full-time, salaried nonexempt position. The employee will track all hours worked and will be eligible for overtime compensation in accordance with Washington and federal law.

ARM Creative currently offers:

• Unlimited paid time off
• Health insurance
• Safe Harbor 401(k) retirement plan with company matching
• A hybrid work schedule, with remote work on Monday and Friday and in-office work Tuesday through Thursday

This position is not currently eligible for commissions, equity, or other variable compensation.

Equal Employment Opportunity

ARM Creative is an equal opportunity employer. Employment decisions are based on qualifications, merit, and business needs without regard to any status protected by applicable federal, state, or local law. Reasonable accommodations are available during the application and interview process for qualified applicants with disabilities.

How to Apply

To be considered for this position, please email your application directly to zach@arm-creative.com and follow these instructions carefully:

• Use the subject line: Executive Assistant Application — [Your First and Last Name]
• Attach your résumé as a PDF named: FirstName_LastName_Resume.pdf
• In the body of your email, provide a brief introduction explaining:
• Your experience supporting an executive or senior leader
• Your experience managing administrative or financial processes
• Why you are interested in joining ARM Creative
• Conclude your introduction with one sentence describing the tool, system, or habit you rely on most to stay organized.

Applications, résumés, and messages submitted through LinkedIn or any other channel will not be reviewed. Only complete applications emailed to zach@arm-creative.com and submitted according to the instructions above will be reviewed and considered.