Executive Assistant

Title Executive Assistant Location Spokane, WA Firm Description 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. Position Summary 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. Essential Functions 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. Administrative & Office Coordination 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. Staffing & Collaboration Support 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. Office & Culture Support 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. Professional Growth & Additional Responsibilities 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. Proficiencies 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, teams, and offices. Education & Experience Bachelor's degree preferred; minimum of 2 years of college education with a focus on administrative, business, or office skills, plus 2 years of experience supporting executives or senior leadership; or 4 years of progressive administrative experience in an executive or senior leadership support role. Salary Range This position offers $70,000 - $85,000 per year. New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience and market. Benefits 100% Employer paid insurance for staff, including medical, dental, vision, life, and disability. 3 weeks' vacation Sick leave 8 paid holidays 3 Personal “flex holidays” FSA plan for medical, dependent care and transportation costs. HSA employer contributions 401k retirement plan & match Professional licensing and certification support JEDI Practice at Integrus We view all aspects of our Practice through a JEDI lens, and we seek to make a positive impact by applying that lens in everything we do, in our culture, in our design, and in our communities. We are a recent recipient of the International Living Future Institute JUST 2.0 Label. Our JEDI plan is available upon request. Sustainability and Environmental Stewardship at Integrus Integrus is committed to being a part of the solution to decarbonization. We are signatory to the AIA 2030 Commitment and the SE 2050 Commitment and are dedicated to prioritizing human health and well-being in all of our work. We honor the integrity of place and value solutions that serve human needs and regenerate the health of our natural systems. How to Apply Ready to bring your talents to our team? Click the Apply link to begin the application process. You'll be prompted to upload the following materials: Cover Letter: Share your interest in the position and how your skills align with the role. Resume: Highlight your educational background and relevant experiences. We're excited to review your application and learn more about you! Equal Employment Opportunity Integrus is an equal opportunity employer and is committed to creating an inclusive workplace. We do not discriminate against employees or job applicants based on race, color, religion, sex, parental status, national origin, age, disability, genetic information, political affiliation, military service, or other non-merit-based factors, or any other status protected by applicable law. These protections apply to all employment decisions, including recruitment, hiring, promotions, compensation, training, and professional development. Integrus also provides reasonable accommodations to employees and applicants for disabilities; pregnancy, childbirth, or related medical conditions; and sincerely held religious beliefs, observances, and practices, in accordance with applicable law.