Executive Administration Coordinator

Overview

Founded in 1898, Mutual of Enumclaw is a people-first insurer rooted in community, recognized as Washington’s Best Company to Work For for the 14th consecutive year, and proudly serving individuals, families, farms, and businesses through local independent agents across the West.

We are looking for a proactive, highly organized professional to join our new Seattle office in a unique role supporting our CEO and Executive Leadership Team while helping create an exceptional day-to-day experience for our Seattle team. This is much more than a traditional Executive Assistant or Office Manager position. You’ll be at the center of a growing office, working closely with senior leaders, helping keep priorities moving, coordinating everything from executive schedules and meetings to office operations and special projects, and stepping in wherever you can make an impact. For the right candidate, this is an opportunity to gain a front-row view of how an insurance company operates and how executive decisions are made. Our goal is for the person in this role to learn the business, build relationships across the organization, take on increasing responsibility, and ultimately have the opportunity to grow into other areas of the company as their interests and strengths develop.

Responsibilities

EXECUTIVE & LEADERSHIP SUPPORT

• Provide day-to-day administrative and operational support to the CEO, President, and Executive Leadership Team:
• Coordinate complex calendars, meetings, appointments, travel, and related logistics, balancing competing priorities and adjusting as needs change.
• Anticipate the needs of executives and proactively identify and resolve scheduling, logistical, and administrative issues.
• Help manage communications, requests, and follow-ups on behalf of executives, using sound judgment to prioritize and route matters appropriately.
• Draft, edit, proofread, and prepare professional correspondence, presentations, reports, meeting materials, and other documents for internal and external audiences.
• Create and maintain effective administrative, filing, and record-keeping systems, including highly confidential executive and organizational records.
• Exercise exceptional judgment, confidentiality, and discretion when handling sensitive business and personal information.
• Provide occasional personal assistance to the CEO and Executive Team, including scheduling appointments, reservations, travel, errands, or other needs that help executives remain focused on business priorities.

SEATTLE OFFICE OPERATIONS

• Take ownership of the day-to-day Seattle office experience and serve as the person employees, executives, and visitors can count on when something needs attention.
• Manage relationships with building management, facilities providers, and other office vendors, including cleaning, maintenance, security, repairs, and related services.
• Oversee office supplies, equipment, inventory, mail, deliveries, and courier services.
• Help ensure the office is safe, functional, welcoming, and compliant with applicable workplace and safety requirements.
• Coordinate workspace planning and office setup for employees, new hires, executives, and visitors.
• Support Seattle office onboarding logistics, including workstations, building access, badges, parking, and other first day needs.
• Track office-related expenses, invoices, reimbursements, and budget items.
• Serve as the primary on-site contact for facility issues, emergencies, or disruptions and coordinate with the appropriate internal and external resources.
• Help create a great Seattle office culture through employee experiences, gatherings, celebrations, and other office initiatives.

BUSINESS & SPECIAL PROJECTS

• Support executive and strategic projects by coordinating activities, tracking deadlines and deliverables, and following through to completion.
• Take ownership of special projects that may fall outside the traditional boundaries of executive or office support.
• Coordinate across teams and functions to keep projects and priorities moving.
• Build relationships throughout the organization and develop a working knowledge of our structure, people, operations, strategic priorities, and the property and casualty insurance industry.
• Look for opportunities to improve processes, solve problems, and make the Seattle office and Executive Leadership Team more effective.

MEETINGS, BOARD, & EVENTS

• Coordinate high-visibility meetings and events, including Executive Leadership Team meetings, Board meetings, company events, conferences, and executive functions.
• Manage meeting logistics from beginning to end, including scheduling, facilities, technology, materials, meals, travel, and other arrangements.
• Prepare agendas and meeting materials, capture and distribute minutes when appropriate, and track action items and follow-ups.
• Help plan and execute internal, external, and community-facing events, including the Company's annual meeting.
• Ensure virtual and in-person meetings are organized, professional, and run smoothly.

RELATIONSHIPS & ENGAGEMENT

• Build collaborative relationships with employees across the organization, including Home Office and remote teams.
• Develop positive working relationships with agents, policyholders, business partners, community organizations, and other external stakeholders.
• Coordinate promotional items and branded materials, including ordering, inventory, distribution, and vendor relationships.

GOVERNANCE, REGULATORY, & COMPLIANCE SUPPORT

• Support the preparation, coordination, and maintenance of correspondence, reports, records, and other materials involving the CEO, Executive Leadership Team, and Board of Directors.
• Assist with administrative coordination involving regulators, insurance departments, and other external organizations as needed.
• Maintain accurate and confidential records in accordance with Company policies and applicable requirements.
• Help ensure executive, Board, and regulatory materials are complete, organized, accurate, and delivered on time

Qualifications

You don't need to come to us knowing the insurance business or having spent years as an Executive Assistant. We're looking for someone with the judgment, drive, curiosity, and maturity to learn quickly and become an increasingly valuable member of the team.

• Exceptional judgment and discretion. You understand the importance of confidentiality and can be trusted with sensitive business, executive, and personal information.
• Highly organized and detail oriented. You can manage multiple priorities, keep track of the details, and follow through without needing someone to remind you.
• A step-ahead mindset. You don't just wait to be told what to do. You anticipate needs, notice what others may miss, and take initiative to solve problems before they become problems.
• Strong communicator and relationship builder. You communicate clearly and professionally; whether you're working with the CEO, a colleague, an agent, a Board member, a vendor, or a community partner.
• Resourceful and adaptable. You're comfortable figuring things out, changing direction when priorities shift, and tackling assignments you've never done before.
• An ownership mentality. If something needs attention, you're willing to take responsibility for it and see it through. No task is beneath you, and you're equally excited by opportunities to take on bigger challenges.
• Collaborative but independently driven. You enjoy working across teams and functions, while also being comfortable taking an assignment and running with it.
• Comfortable with technology and curious about what's next. You're proficient with Microsoft Office and everyday business technology and eager to use new tools, including AI-powered scheduling, workflow, and productivity tools, to work smarter and improve how things get done.
• Poised and professional. You're comfortable interacting with senior executives and external stakeholders and understand how to represent the Company well.
• Eager to learn and grow. You want to understand how the business works, learn the property and casualty insurance industry, build relationships throughout the organization, and grow into new opportunities over time.
• Flexible when it matters. You understand that supporting senior executives and a growing office occasionally requires availability outside normal business hours, including evenings or weekends.
• Ready to be part of the Seattle office. This is a fully onsite role in Seattle and is designed for someone who wants to be an active part of building the culture and experience of our new office

Education and Experience:

• A bachelor's degree or equivalent combination of education and experience is preferred (experience gained through internships, campus leadership, customer-facing roles, project coordination, hospitality, administrative work, or other professional settings can all provide a strong foundation for this role.)
• Experience working in a corporate or professional environment is a plus, but prior insurance industry or Executive Assistant experience is not required.
• Most importantly, you've demonstrated initiative, sound judgment, personal accountability, and a desire to learn – and you're excited about the opportunity to build a long-term career with the Company.