What you will do
The Executive Assistant provides high-level administrative support to C-Suite executive(s) and is s 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 aligned goals and objectives
- High degree of business curiosity; quick learner with a proactive and agile mindset
- Optimistically looks toward the future for opportunities to innovate and improve
- Strong verbal and written communication skills and ability to effectively communicate with all levels of employees
- Demonstrated ability to understand the organizational impact in decision making; see the big picture and distil it into action plans
- Able to think strategically and act tactically; hands on
- Strong relationship-building and interpersonal skills
- Ability to anticipate needs and execute with minimal direction
- Comfortable working in a dynamic environment with changing priorities
What you will need
- High School Diploma or GED required
- Associate or bachelor’s degree in business administration, Human Resources, or a related field strongly preferred
- 3+ years of C-Suite executive level support preferred
- 3+ years of experience working within a Human Resources function
- 2+ years experience managing office operations, workplace services, or facilities coordination
- 2+ years experience in planning company events, leadership meetings, and workplace initiatives
- Familiarity with budget tracking, vendor management, and procurement processes
- Demonstrated ability to maintain confidentiality and exercise sound judgment
- Ability to work independently and manage multiple priorities with minimal supervision
- Strong proficiency with Microsoft Office Suite, including Outlook, PowerPoint, Word, and Excel
- Exceptional organizational, time management, and prioritization skills
- Excellent written and verbal communication skills
- Customer service oriented supporting a diverse customer group
- Must be able to work with a diverse group of people in a professional manner and be able to handle several work tasks concurrently
- This is an onsite position requiring regular presence in the office to support executive leadership, employees, visitors, and workplace operations
- This role may require hours outside of standard business hours for various engagement events, and executive support duties
- Regular office environment
- Ability to lift 50 lbs.
- Ability to sit and stand for long hours.
- Some mental, visual, physical fatigue from computer terminal use
- Travel <15%
Total Rewards
We prioritize an exceptional workplace experience, offering a comprehensive total reward package. Compensation ranges are estimates based on market data. Actual offers account for internal equity and the candidate’s job-related knowledge, skills, education, and experience. Benefits, including medical, dental, vision, and more, generally begin after 30 days. Our paid time off includes vacation days, personal days, and company holidays. For more on our compensation philosophy, please contact our Talent Acquisition Team at [email protected] (mailto:[email protected]).
Clearwater Paper will not offer sponsorship for employment-based visa status (including, but not limited to, H-1B visa status and other employment-based nonimmigrant visas) for this position. Accordingly, all applicants must be currently authorized to work in the United States on a full-time basis and must not require Clearwater Paper's sponsorship to continue to work legally in the United States.
#ClearwaterPaper #Spokane
This role will be open for a minimum of 2 weeks or at the point a successful candidate is selected.
