Executive Administration Coordinator

Overview

Founded in
1898
, Mutual of Enumclaw is a people-first insurer rooted in community, recognized as
Washington’s Best Company to Work For
for the
14th 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. You’ll 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.

Location: Seattle, WA

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,…