People from all around Seattle who come to work at The Hearthstone want to feel as if they're doing something of value. Whether for nursing jobs, accounting positions, the IT department or for any other spot, helping to provide the highest quality retirement lifestyle for our senior community is the very definition of worth and value.

There are many departments at The Hearthstone where employees can build careers, from nursing jobs to dining services and dozens of positions in between. We are an employer of choice in the Seattle, Washington area.

EEO Employer

Position Summary:

The Administrative Assistant provides high-level administrative support to the Chief Executive Office of the organization by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. As a representative of the CEO and the Hearthstone, it is required that the Administrative Assistant perform the essential functions of the job in a professional manner, with a positive attitude, and while maintaining the highest possible level of confidentiality regarding all matters related to the organization.

This is not a Work from Home position. It requires in-office attendance Monday – Friday.

Reasonable Accommodations Statement:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

Duties/Responsibilities:

• Directly interfaces with the Board of Trustees of The Hearthstone, the Board of Directors for The Hearthstone Foundation, and the Resident Council of The Hearthstone regarding administrative and communication needs which include attendance at meetings and recording of minutes, mailing information to Board/Council members, maintaining Board records, assisting the various Chairs and other members of the Boards as needed.
• Solely responsible for the day-to-day management of the calendar of activities for the CEO. 
• Responsible for monitoring all incoming correspondence for CEO including emails, phone calls, and other forms of communication. This includes management and maintenance of contact lists for the CEO. 
• Read and analyze incoming emails, memos, submissions, and reports to determine their significance and plan their distribution.
• Attends various meetings and records, types and distributes meeting minutes.
• Responsible for the management of the organization’s boardroom as a resource. 
• Responsible for maintaining accurate contact lists for all parties relevant to communications with the CEO and the Organization. 
• Type reports, memos, letters, and other documents using relevant computer software, primarily MS Word.
• File and retrieve corporate documents, records, and reports.
• Schedules and organizes meetings, travel, conferences, and other activities for the CEO.
• Performs desktop publishing. Creates and develops visual presentations for the CEO.
• Develops, establishes, maintains, and updates a filing system for the CEO.
• Works independently and with the CEO on special nonrecurring and ongoing projects. At the request of the CEO, acts as project manager for special projects which may include planning and coordinating multiple presentations, disseminating information, and creating brochures.
• Coordinates preparation of the Annual Report presentation for Board of Trustees.
• Prioritizes workload and communicates concerns to the CEO.
• Responsible for maintaining and updating detailed charts and reports that outline the organizational structure.
• Organizes and coordinates all individual and group meetings with the CEO including Directors’ Meetings, Leadership Meetings, and routine one-on-one meetings with Directors and others.
• Responsible for supporting the CEO regarding all contracts and other organizational obligations.
• Manages CEO credit card reconciliation, reviews and approves time and attendance reports for direct reports of the CEO. 

• 403(b) Retirement Plan
• Employee Assistance Program
• Medical & Dental 
• Flexible Spending Account Option available
• Life / AD&D
• Paid Bereavement Leave
• Paid Holidays
• Paid Sick Leave
• Paid Vacation
• Subsidized Metro Bus Pass
• Company provided Long-term Disability Insurance
• Voluntary Life / AD&D
• Voluntary Short-term Disability Insurance
• Voluntary Vision Insurance
• Fitness Center - Free