Executive Assistant

Executive Assistant

Clearwater Paper stands out as a premier independent supplier of paperboard packaging products to North American converters. Corporate Headquarters is in Spokane, Washington, our corporate team works to support our operations while creating a thriving environment for employees and customers alike,

If you are based out of Spokane, you'll enjoy our collaborative office space, regular team and community events and a city known for its natural beauty and outdoor recreation. For our remote employees, we work well across multiple time zones, respecting your schedules and setting up opportunities for you to get to know co-workers and see our operations firsthand.

Guided by our core values of commitment, collaboration, communication, courage and character, we create an environment where everyone feels respected, valued and empowered to do their best work.

The Executive Assistant provides high-level administrative support to C-Suite executive(s) and is a trusted partner to HR leadership. This role manages complex calendars, coordinates meetings and travel, prepares reports and presentations, supports special projects, and assists with a variety of HR administrative activities. The position requires exceptional organizational skills, sound judgment, professionalism, and the ability to anticipate needs while managing multiple priorities in a fast-paced environment.

Responsible for office operations, this role is the key point of contact for employees and visitors and oversees office operations in our Spokane, WA corporate office. Activities include vendor management, facilities coordination, mail services, office supply inventory, office snacks, coffee machine maintenance, ensuring an efficient, safe, and well-maintained workplace environment. Champions collaboration and planning for all Spokane-based employee engagement activities, including team luncheons, volunteer opportunities, recognition programs, and social events that foster connection, collaboration, and a positive employee experience.

HR Administrative & Team Support

• Support the Talent Acquisition teams through recruiting events, scheduling interviews, etc.
• Facilitates onboarding of new hires for salaried corporate roles. Including, I-9's, equipment/access, forms, credit cards, travel arrangements, office setup, new hire orientation, etc.
• Assist) with the termination/offboarding process including employee exit meetings, separation FAQs, change forms, and coordination of equipment return and system access
• Assist with document management, records retention, and administrative processes
• Coordinate employee recognition activities and culture-building initiatives
• Assist Corporate salaried employees in the areas of benefits administration including new hires, annual open enrollment period, life events, and dependent verification
• Support payroll through proper timecard entries for salaried non-exempt staff and provide training on entering timecards
• Provides support with unemployment claims
• Maintains local corporate compliance posters
• Monitor office budgets and process invoices and purchase orders for vendor payments

Office Operations & Workplace Services

• Coordinate day-to-day office operations to ensure a professional, organized, and productive workplace environment
• Manage office vendors, supplies, equipment, and services
• Manage office snacks, beverages, and coffee machine maintenance
• Manage incoming and outgoing mail, including sorting, distributing, shipping, and coordinating courier services
• Oversee office maintenance requests, and workplace logistics
• Partner with facilities, EHS, IT, security, and other support functions to resolve office-related issues
• Support office safety, emergency preparedness, and workplace compliance requirements
• Drive employee engagement through Engage Spokane Team and planning of employee events including volunteer opportunities, social events, virtual competitions, luncheons, etc.

Executive & Leadership Support

• Provide proactive administrative support to the SVP of Human Resources & Corporate Affairs
• Manage complex calendars, coordinate meetings, and prioritize scheduling conflicts
• Arrange domestic and international travel, including itineraries, accommodations, and expense reporting
• Coordinate, plan and execute routine & ad hoc meetings inclusive of leadership staff meetings and other strategy sessions complete with logistics, material, and site preparations
• Handle confidential and sensitive information with the highest level of discretion

Key Competencies & Attributes

• Highly organized and detail-oriented
• Proactive approach to problem-solving
• Hands-on and service-oriented mindset. Takes pride in engaging in tasks at all levels and ensuring operational needs are met, regardless of task size
• Professional, approachable, and adaptable
• Excellent listener who can work through conflict. Truly enjoys working with a variety of people and personalities
• Confidence in dealing with ambiguity; bringing different perspectives to light and rallying others to…