Executive Assistant, HR and Office Operations

Clearwater Paper stands out as a premier independent supplier of paperboard packaging products to North American converters. Corporate Headquarters is in Spokane, Washington. Our corporate team works to support operations while creating a thriving environment for employees and customers alike. If you are based in Spokane, you’ll enjoy a collaborative office space, regular team and community events, and a city known for its natural beauty and outdoor recreation. For remote employees, we work well across multiple time zones, respecting schedules and setting up opportunities to get to know co-workers and see operations firsthand. Guided by core values of commitment, collaboration, communication, courage, and character, we create an environment where everyone feels respected, valued, and empowered.

Responsibilities

• Provide high-level administrative support to C-Suite executive(s) and serve as a trusted partner to HR leadership.
• Manage complex calendars, coordinate meetings and travel, prepare reports and presentations, and support special projects.
• Assist with a variety of HR administrative activities, including recruiting events, scheduling interviews, and onboarding new hires (I-9s, equipment/access, forms, credit cards, travel arrangements, office setup, new hire orientation).
• Facilitate the termination/offboarding process, including 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.
• Support corporate salaried employees in benefits administration, including new hires, annual open enrollment, life events, and dependent verification.
• Support payroll through proper timecard entries for salaried non-exempt staff and provide training on entering timecards.
• Provide support with unemployment claims and maintain local corporate compliance posters.
• Monitor office budgets and process invoices and purchase orders for vendor payments.
• Coordinate day-to-day office operations to ensure a professional, organized, and productive workplace environment.
• Manage office vendors, supplies, equipment, and services, including snacks, beverages, and coffee machine maintenance.
• Oversee incoming and outgoing mail, including sorting, distributing, shipping, and coordinating courier services.
• Oversee office maintenance requests and workplace logistics, partnering with facilities, EHS, IT, security, and other support functions.
• Support office safety, emergency preparedness, and workplace compliance requirements.
• Drive employee engagement through the Engage Spokane Team and planning of employee events, including volunteer opportunities, social events, virtual competitions, and luncheons.
• Provide proactive administrative support to the SVP of Human Resources & Corporate Affairs, including managing complex calendars, coordinating meetings, and prioritizing scheduling conflicts.
• Arrange domestic and international travel, including itineraries, accommodations, and expense reporting.
• Coordinate, plan, and execute routine and ad hoc meetings, including leadership staff meetings and strategy sessions, with full logistics, material, and site preparations.
• Handle confidential and sensitive information with the highest level of discretion.

Requirements

• 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 of experience managing office operations, workplace services, or facilities coordination.
• 2+ years of 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 group of people.
• Must be able to work with a diverse group of people in a professional manner and handle several work tasks concurrently.
• This is an onsite position requiring regular presence in the Spokane, WA corporate office.
• May require hours outside of standard business hours for engagement events and executive support duties.
• Regular office environment with ability to lift 50 lbs.
• Ability to sit and stand for long hours; some mental, visual, and physical fatigue from computer terminal use.

Skills

• 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.
• Professional, approachable, and adaptable.
• Excellent listener who can work through conflict and enjoys working with a variety of people and personalities.
• Confidence in dealing with ambiguity; brings different perspectives to light and rallies others to aligned goals.
• 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, able to effectively communicate with all levels of employees.
• Demonstrated ability to understand organizational impact in decision-making; sees the big picture and distills 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.

Benefits

• Comprehensive total reward package, including medical, dental, vision, and more (benefits generally begin after 30 days).
• Paid time off, including vacation days, personal days, and company holidays.

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. For more on our compensation philosophy, contact our Talent Acquisition Team at Talent.Acquisition@clearwaterpaper.com.