Executive Assistant

Title

Executive Assistant

Spokane, WA

Integrus Architecture is a Pacific Northwest design practice offering architectural, structural engineering, experiential design, and interior design with offices in Spokane, Seattle, and Portland. With over 70 years’ experience, we remain passionate about public works architecture.

At Integrus we create the environments that bring society together to support the best of human aspiration, potential, and goodwill. We focus our efforts around three pillars:
Supporting Architectures of Care and Belonging, Shaping Spaces of Community and Resilience, and Sustaining Environments through Stewardship and Innovation.

Known for our collaborative approach, we take great care in working closely with clients, stakeholders, and consultants to ensure that each project meets the unique needs and aspirations of the community and people it serves.

The Executive Assistant provides high-level, confidential administrative and operational support to the CEO in Spokane, while also supporting the Director of Finance and HR Manager as needed. This role requires exceptional discretion, sound judgment, and professionalism when handling sensitive executive, financial, and people-related information. The Executive Assistant serves as a trusted partner to firm leadership, ensuring seamless coordination, effective communication, and consistent administrative standards across the organization.

This position is an in-office role based and requires a regular on-site presence. Due to the nature of the work and level of collaboration involved, this position does not offer remote or hybrid work flexibility.

• Provide direct administrative support to the CEO, including calendar management, meeting coordination, travel arrangements, and preparation of agendas, presentations, and correspondence.
• Support the Director of Finance and HR Manager with scheduling, documentation, reporting, and special projects that may involve sensitive financial, personnel, or strategic information.
• Handle confidential and sensitive information with the highest level of discretion, professionalism, and ethical judgment.
• Attend meetings as requested to capture notes, track action items, and support follow-through, while maintaining strict confidentiality of discussions and decisions.
• Create, update, and maintain document templates and standardized forms to support consistency and efficiency.
• Provide final quality control review for executive and administrative documents prior to distribution.

• Serve as a central point of coordination for administrative workflows in the Spokane office.
• Assist with maintaining project files, executive files, and other office records.
• Coordinate maintenance and service of office equipment.
• Maintain strong communication and alignment with other Integrus offices to ensure consistency in administrative practices.
• Assist in developing and maintaining administrative procedures and documentation.
• Serve as backup support for the Receptionist as needed, ensuring continuity of front-desk coverage, professional visitor experience, and timely handling of calls and inquiries.

• Assist with interviewing, onboarding, and training of administrative or clerical staff as needed.
• Provide guidance and day-to-day support to administrative staff to ensure workloads are balanced and priorities are clear.
• Act as a collaborative partner to the HR Manager on people-related logistics, communications, and administrative processes.

• Manage office supply inventory and purchasing in coordination with Finance.
• Assist executives with special projects and firm initiatives.
• Support coordination of in-office events, meetings, and internal gatherings.
• Partner with the Marketing team to assist with firm events such as holiday parties and summer gatherings.

• Demonstrate a commitment to continuous improvement, proactively identifying opportunities to enhance administrative efficiency and executive support.
• Seek professional development opportunities to strengthen executive support, communication, and organizational skills.
• Perform other duties as assigned in support of executive leadership and firm operations.

• Exceptional verbal and written communication skills with a professional and executive-appropriate tone.
• Demonstrated ability to handle highly confidential information with discretion and sound judgment.
• Strong organizational skills with the ability to manage multiple, competing priorities in a fast-paced environment.
• High level of professionalism, reliability, and attention to detail.
• Proficiency with standard office and firm software, including Microsoft Word, Excel, Bluebeam, and similar tools.
• Ability to train and support others in administrative systems and processes.
• Strong interpersonal skills and the ability to collaborate effectively across leadership,…