Senior Administrative Assistant - Customer Engagement & Executive Operations Coordinator

Join arenaflex as an Administrative Professional

Are you a highly organized professional who thrives in a dynamic environment where no two days are the same? Do you excel at multitasking while maintaining meticulous attention to detail? arenaflex is seeking a talented Administrative Assistant - Customer Engagement & Executive Operations Coordinator to become an integral part of our operations team.

At arenaflex, we believe that exceptional administrative professionals are the backbone of organizational success. Our team members are more than just support staff—they are strategic partners who enable leaders to focus on what matters most: driving results and serving our stakeholders. This role offers a unique opportunity to work directly with Audit Managers and senior leadership, gaining invaluable experience while contributing to the efficiency and effectiveness of our entire organization.

If you're ready to take the next step in your career and join a team that values excellence, collaboration, and continuous growth, we invite you to explore this exciting opportunity with arenaflex.

About arenaflex

arenaflex is a forward-thinking organization committed to operational excellence and professional development. We take pride in fostering an inclusive workplace where diverse perspectives are celebrated, and every team member has the opportunity to grow and succeed. Our culture emphasizes teamwork, integrity, and a shared commitment to serving our community with distinction.

As part of our team, you'll experience firsthand our agency-wide commitment to diversity, equity, inclusion, and respect in the workplace. We believe that diverse teams make better decisions and deliver superior results, and we're dedicated to creating an environment where everyone feels valued and empowered to contribute their best work.

Position Overview

The Administrative Assistant - Customer Engagement & Executive Operations Coordinator will provide comprehensive administrative support to our Audit Managers and serve as a key liaison between various departments and technical support teams. This position requires an individual who can seamlessly balance multiple priorities, communicate professionally with stakeholders at all levels, and proactively identify opportunities to improve office efficiency.

You'll be the go-to professional for ensuring smooth daily operations, managing office logistics, and supporting the administrative needs of our leadership team. Your contributions will directly impact our ability to serve our clients and stakeholders effectively.

Key Responsibilities

As an integral member of the arenaflex team, you will:

• Executive Support: Assist Audit Managers with a wide range of tasks and projects as delegated, ensuring timely completion and adherence to quality standards. This includes preparing documents, coordinating schedules, and managing correspondence.
• Communication Management: Communicate daily via telephone and email to fulfill information requests from Audit Managers and other stakeholders. You'll serve as the first point of contact for many internal and external inquiries, representing arenaflex with professionalism and courtesy.
• Office Operations Coordination: Oversee office operations to ensure efficient use of space, equipment, and personnel. This involves managing facility needs, coordinating with building services, and optimizing work environments for productivity.
• Regional Liaison: Maintain liaison and coordination between services and technical support teams in Olympia, building strong relationships and ensuring seamless communication across locations.
• Account Management: Establish, maintain, and serve as the primary contact for office accounts, leases, and equipment maintenance agreements. You'll ensure all contracts are current and that vendor relationships remain positive and productive.
• Supply Chain Management: Maintain office supplies and equipment in full compliance with budget guidelines and organizational policies. This includes forecasting needs, managing inventory, and identifying cost-effective solutions.
• Equipment Inventory: Manage an inventory of team-level equipment in accordance with office policies and team-specific procedures, ensuring accountability and optimal utilization of resources.
• Budget Monitoring: Review and monitor team-level budgets, tracking expenditures and providing insights to leadership about spending patterns and opportunities for optimization.
• Procurement Oversight: Serve as purchase card custodian, maintaining and reconciling purchase card activity logs and credit card statements with precision and attention to detail.
• Recognition Program Administration: Review, reconcile, and act as custodian for team recognition items, supporting our culture of appreciation and employee engagement.

Essential Qualifications

To succeed in this role, you'll need:

• Policy Interpretation: The ability to interpret and apply administrative policies effectively, ensuring compliance while finding practical solutions to complex situations.
• Process Development: Skills to develop, implement, and document procedures that ensure compliance with organizational policies while improving operational efficiency.
• Personnel Administration: Experience coordinating personnel administration activities, including recruitment support, new hire orientation coordination, and payroll assistance.
• Resource Management: Demonstrated ability to ensure adequate supplies and equipment are available while maintaining compliance with budget and policy guidelines.
• Stakeholder Liaison: Strong interpersonal skills to serve as an effective liaison between Audit Managers and other staff, facilitating collaboration and information sharing.
• Technical Proficiency: Comfortable with Microsoft Office Suite, email platforms, and basic office equipment. Familiarity with inventory management systems and budget tracking tools is a plus.
• Organizational Skills: Exceptional ability to prioritize tasks, manage multiple deadlines, and maintain accuracy in fast-paced environments.

Preferred Qualifications

While not required, the following experiences and skills would be beneficial:

• Previous administrative experience in a professional office setting
• Experience supporting senior executives or managers
• Background in coordinating across multiple locations or departments
• Knowledge of procurement processes and vendor management
• Familiarity with budget development and monitoring
• Strong written and verbal communication skills
• Ability to maintain confidentiality and exercise good judgment

Skills & Competencies for Success

At arenaflex, we look for candidates who demonstrate:

• Professionalism: Maintains a positive, respectful attitude and represents arenaflex professionally in all interactions.
• Attention to Detail: Ensures accuracy in all work, from documentation to financial reconciliation.
• Proactive Thinking: Anticipates needs and takes initiative to address potential issues before they arise.
• Adaptability: Remains flexible and composed when facing changing priorities or unexpected challenges.
• Team Player: Collaborates effectively with colleagues across departments and supports team goals.
• Problem-Solving: Approaches challenges creatively and develops practical solutions.
• Time Management: Expertly manages calendar commitments, meeting deadlines, and balancing competing priorities.

Career Growth & Development Opportunities

arenaflex is deeply invested in the professional development of our team members. As an Administrative Assistant with us, you'll have access to:

• Comprehensive Training: Over 80 hours of training each biennium, covering topics ranging from administrative best practices to leadership development and technical skills.
• Educational Support: Reimbursement for approved educational pursuits and professional certifications that enhance your contributions to the organization.
• Career Advancement: Clear pathways for growth within arenaflex, with opportunities to expand your responsibilities and take on leadership roles as you develop professionally.
• Mentorship: Access to experienced professionals who can guide your career development and provide ongoing support.
• Industry Exposure: Opportunities to work alongside senior leaders and gain insights into various aspects of organizational operations.

Work Environment & Culture

At arenaflex, we understand that a positive work environment is essential to productivity and job satisfaction. We offer:

• A collaborative team atmosphere where your contributions are valued and recognized
• Modern office facilities designed for efficiency and comfort
• Flexible work arrangements where appropriate
• A commitment to work-life balance and employee well-being
• Regular team-building activities and organizational events
• An inclusive culture that celebrates diversity and promotes belonging

You'll join a team of dedicated professionals who support each other and share a commitment to excellence. Our workplace values emphasize mutual respect, open communication, and a genuine interest in each other's success.

Compensation & Benefits

arenaflex offers a competitive benefits package that includes:

• Full Benefits Package: Comprehensive health, dental, and vision insurance coverage for you and your family.
• Paid Time Off: Generous paid vacation, sick leave, and holidays to support your well-being and work-life balance.
• Retirement Benefits: Retirement savings plans to help you prepare for the future.
• Professional Development: Access to training programs, educational reimbursement, and certification support.
• Employee Assistance Program: Resources to support your personal and professional well-being.
• Various Perks: Additional benefits and workplace amenities that enhance your employment experience.

How to Apply

If you're ready to join a dynamic team where your skills and dedication will make a real difference, we encourage you to apply for this position at arenaflex.

We are looking for candidates who are passionate about administrative excellence and committed to supporting organizational success. This is a fantastic opportunity to grow your career with an employer that truly values its employees and invests in their future.

To apply, please submit your resume and cover letter through our official application portal. Be sure to highlight your relevant experience, demonstrate your organizational abilities, and explain why you're excited about the opportunity to join arenaflex.

Join Our Team Today

arenaflex is more than just an employer—we're a community of professionals dedicated to making a positive impact. As an Administrative Assistant - Customer Engagement & Executive Operations Coordinator, you'll play a vital role in supporting our mission and helping our team achieve its goals.

We can't wait to welcome a new team member who shares our values and is ready to contribute to our success. Apply today and take the first step toward an exciting career with arenaflex!

arenaflex is an equal opportunity employer. We are committed to diversity, equity, inclusion, and respect in the workplace, and we encourage applications from all qualified individuals.