Seattle, Washington
Executive Assistant Job Opening in Seattle, Washington - PURPOSE
Under the supervision of the Executive Director, the Executive Assistant provides complex administrative support to the Executive Director and Board of Directors. Provides high-level administrative support, conducts research, prepares statistical reports, handles information requests, and performs clerical functions such as correspondence preparation, visitor reception, scheduling conference calls and providing support to meetings. Position requires superior daily attendance and occasional after hours support.
ESSENTIAL DUTIES
Executive correspondence and scheduling
On a daily basis, sorts, reviews, prioritizes and routes email, mail and faxes based on established priorities for the Executive Director; appropriately routes and files all central file information (letters, memos, Board information, meeting minutes, etc.) upon receipt.
Keeps informed of Executive Director?s schedule and upcoming meetings and events.
Assists the Executive Director with the coordination and confirmation of meetings, appointments, travel arrangements, events, and the procurement of relevant information. Prepares presentation and other materials for meetings and appointments, drafts agendas, records and distributes minutes and coordinates the meeting room logistics and refreshments.
Ensure Executive Director is prepared for meetings including refreshments and meeting materials.
Correspondence, Documentation and Reports
Performs word processing; drafts, edits, proofreads, formats, and finalizes Executive and Agency correspondence, documents, reports, and presentations for the Executive Director.
Ensures timely responses to correspondence. Prepares and follows up with Executive Director?s correspondence: memos, ?Thank You letters, reports, follow-up phone calls.
Creates and or manipulate database information (e.g. Excel, donor database, etc.)
Maintain organizational system and files for ED?s office which facilitates information flow to and from Executive Director?s office such as: documents for signing, reviews, and/or approvals.
Coordinate and/or prepare draft MOU?s or contracts for review and signing; ensure such documents are copied, filed, and routed appropriately.
Coordinate, prepare and track grant proposals under the direction of the Executive Director.
Submit completed and approved grant proposals on time, per each grant instruction.
Provide support for preparation of Executive?s expense reports, purchase orders, etc.
Assists with Agency?s record keeping and document archiving needs, works with other Management Team members as needed.
Assists with special projects as directed by the Executive Director.
Other operational / administrative duties
Maintains a welcoming atmosphere for visitors; receive and support visitors at Howland Building as needed.
Provide administrative support to admin team (Associate Director, Accounting Manager, H. R. Manager, etc)
Facilitates payroll processing by the collection of timesheets, leave requests and time exception reports for the Executive Director.
Manages (track, order, restock) supply inventories for Howland Building.
Coordinate and track issuance of company credit cards on behalf of Executive.
Point of contact for repairs or issues related to Howland building copiers and fax machines
Assist with All-Staff meeting agenda, hospitality, and taking of minutes.
Assist with Management team meeting minutes and hospitality.
Assists with the coordination of special and All-Staff events.
Coordinates Howland Conference room schedule and ensures that Howland conference room supplies are stocked and room is ready for use.
Board and Fundraising Suppor t
Coordinates, distributes and files Board correspondence.
Prepares and keeps materials up-to-date for Board member orientations.
Assists with Board-related events such as retreats and social activities.
Attends Board and relevant Agency and community meetings.
Sends out meeting requests and follow up reminders for Board and Board committee meetings; makes confirmation calls in a timely manner.
Prepares agendas and handouts, sets up room and refreshments for Board, Executive Committee and other committee meetings, activities and presentations as directed by Executive Director.
Distributes Board and other meeting information in a timely manner. Drafts agendas, takes minutes, transcribes, & submits them for final approval by the Executive Director.
Maintains all Board records, such as contact lists, attendance records, manages Board notebooks and manuals.
Job Type: Full-time
Required education:
Bachelor's
Required experience:
Executive Assistant: 2 years
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