Position Summary 

The Office and Administrative Assistant keeps Panorama's Seattle office running day-to-day by maintaining supplies and inventory, organizing events and meetings, welcoming guests, and providing general administrative support. This role also supports executive operations, assisting with calendar coordination, meeting preparation, correspondence, and other administrative tasks delegated to build capacity across the executive support function. 

Reporting to the Executive Assistant to the C-Suite, this position requires a proactive, dependable individual who is comfortable working in a fast-paced environment, can manage competing priorities, and is eager to grow into office or executive support work. 

Essential Duties & Responsibilities 

Office Management 

• Order and maintain office supplies, tracking inventory levels and placing orders before items run out 
• Maintain a clean, organized, and well-stocked kitchen and common area 
• Keep the office guide and shared inventory list current and accurate 
• Coordinate with building management and vendors on routine office maintenance requests 

Front-Office and Guest Support 

• Greet and welcome guests, staff, and visitors to the office in a professional and friendly manner 
• Sort and distribute incoming mail and packages 
• Respond to general inquiries received through the office phone line and shared inbox 
• Assist staff with room booking and hot-desk reservations 

Event and Meeting Coordination Support 

• Coordinate logistics and order food for in-office events such as retreats, lunches, partner events, and Connect Days 
• Set up and break down meeting spaces for internal and external meetings 

Executive Support  

• Provide backup coverage when the Executive Assistant to the C-Suite is out of the office. During EA absences, escalate time-sensitive executive requests to [Director / CEO's office] rather than holding for the EA's return. 
• Assist with data entry and record-keeping in Panorama's shared systems (e.g., Asana, SharePoint, Salesforce) as directed 
• Partner with the Executive Assistant to prepare and print daily meeting packets and travel packets 
• Print daily news clips and other “quick prints” for the CEO and CIO 
• Assist with drafting or formatting correspondence, presentations, and other materials as delegated by the Executive Assistant 
• Support tracking and processing C-suite executives’ time and business-related expenses in a timely and accurate manner 
• Learn and help maintain documented office and administrative procedures, contributing updates as processes evolve 
• Support ad hoc administrative projects for the CEO and other departments as assigned 

Organizational Engagement 

• Model Panorama's values in day-to-day interactions with staff, partners, and visitors 
• Contribute ideas for improving office systems, supply processes, and the guest experience 

Desired Qualifications 

• 1–2 years of office, administrative, or customer-facing experience 
• Strong organizational skills and attention to detail 
• Reliable, punctual, and comfortable managing recurring operational tasks 
• Friendly, professional demeanor when interacting with guests and staff 
• Basic proficiency in Microsoft Office (Word, Outlook, Excel) 
• Ability to take direction well and know when to escalate an issue to the Executive Assistant to the C-Suite 
• High school diploma or equivalent required; associate's or bachelor's degree a plus 
• Interest in growing into higher-level administrative or executive support work is a plus 

This job description may change as our team continues to grow and evolve – we hope you’ll be excited to evolve with us as we scale and increase our impact. 

Working Conditions 

This role is performed in an office setting with standard lighting and noise levels. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. 

Physical Requirements 

• Sitting/Standing/Mobility: Approximately 30% of time is spent standing or moving between work areas. Balance of time (approximately 70%) is spent sitting at a desk, bench or in meetings. 
• Exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly lift, carry, push, pull or otherwise move objects. Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers. The worker is required to have close visual acuity to perform an activity such as managing complex calendars; transcribing; viewing a computer terminal; extensive reading. 
• The ability to communicate information and ideas in English so others will understand. Must be able to exchange accurate information in these situations. 
• Manual dexterity required for equipment operation and occasional reach and lifting of small objects.  
• Reaching/Handling: Good manual dexterity for computer keyboard uses and the ability to retrieve and work with appropriate paperwork, equipment, and supplies. 

Compensation & Benefits 

The starting salary for this non-exempt role is between $32.00 – $36.00 per hour, which represents the minimum to the mid-point of the salary band for this position. When determining an initial offer, we carefully consider these factors: candidate skill and experience; room for growth within the band; and internal equity across the team.     

Alongside salary, we offer a comprehensive benefits package including:   

• Flexible paid time off 
• 16 paid holidays per year, including an organization-wide Winter Break. 
• Up to 92% employer-paid monthly premiums for employee medical coverage (depending on plan selected)  
• 401(k) safe harbor plan, with employer contribution equal to 3% salary with immediate vesting  
• Up to 12 weeks fully paid family/medical leave (eligible after 1 year of employment)  
• ... And more! Visit our Careers Page for our full list of benefits     

How to Apply 

Interested candidates should submit a resume and optional cover letter through our Careers Page portal. 

Applications will be reviewed on a rolling basis until the position is filled.  

Panorama is committed to creating a diverse team and is proud to be an equal opportunity employer. We know that representation matters in the workplace and with our partners; to that end we are committed to a hiring process grounded in equity and inclusion. All qualified applicants will receive consideration without regard to race, color, religion, citizenship or immigration status, national origin, genetic information, gender identity, gender expression, sexual orientation, marital status, veteran status, political ideology, the presence of any physical, mental, or sensory disability, age, or any other status or characteristic protected by federal, state, or local law. 

Panorama complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact our People & Culture team at [email protected]. 

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Panorama participates in the federal E-Verify system. All candidates should review the E-Verify Participation and Right to Work posters for more information. 

Final offer will be contingent on the completion of a successful background check.