Demo

Executive Assistant - Real Estate Development & Human Resources

Bellwether Housing
Bellwether Housing Salary
Seattle, WA Full Time
POSTED ON 2/4/2025
AVAILABLE BEFORE 4/4/2025

Description

Salary: Non-exempt, $30.62 - $44.38/hour, depending on experience. 


Start your career at Bellwether Housing as an Executive Assistant in the vibrant city of Seattle, WA! 


Who We Are: Established in 1980 with a vision to create urban housing opportunities, Bellwether Housing has been a trailblazer in transforming lives. By breaking down housing barriers, we've empowered individuals and families, especially those from marginalized communities. As we continue to make a lasting impact, we're embarking on an ambitious mission to build and acquire 2,500 homes by 2025. This is your opportunity to be part of our dynamic team and help shape the future of affordable housing! 


Position Overview: This EA position is shared between Real Estate Development (80%) and Human Resources (20%). In this role, you will have strong organizational and communication skills and will be comfortable working in a team environment under a minimum of supervision with a high degree of initiative, discernment, and flexibility.   


  • Real Estate Development: The EA will provide comprehensive administrative support to the Vice President of Real Estate Development and the Real Estate Development (RED) team comprised of developers, construction managers, and the Program Manager. As the RED team members (“Dev Team”) focus primarily on project work to acquire and build affordable housing in the Puget Sound Region, the EA focuses primarily on non-project-related functions to maintain and streamline the RED department’s efforts. 
  • Human Resources: The EA will provide administrative support to the Vice president of HR. The HR team is responsible for all areas of HR across the organization including but not limited to benefits, compensation, staffing, learning and development, policies, and systems. The EA will focus on scheduling, occasional travel coordination, and HR administrative tasks to maximize efficiency and organization.    


Work Schedule: Hybrid – 3 days onsite. Monday – Friday, 8:30 am – 5:00 pm. The final schedule is to be determined by the supervisor.  


Your Impact:  

  • Provide complex, confidential administrative support to VP RED and VP HR to represent the interests as needed. Inform on items requiring review, action, or attention. Assist in gathering information, calling attention to deadlines, and reminders.  
  • Meet regularly to review, schedule, and coordinate meetings within the organization and with outside constituents.     
  • Coordinate Real Estate Committee meetings by managing all aspects of scheduling with board members and internal stakeholders to ensure full participation.  
  • Prepare and distribute meeting agendas in collaboration with the VP of RED and relevant team members, as well as organize meeting logistics such as venue setup, virtual meeting links, materials preparation, and technology support.  
  • Take detailed and accurate meeting minutes, capturing key discussions, decisions, and action items, and distribute follow-up with assigned individuals to ensure timely completion of tasks. 
  • Arrange meetings including venue, food, beverages, A/V, invitations, and response tracking. 
  • Distribute meeting materials, write, edit, and disseminate meeting notes, and coordinate retreats and outreach events. 
  • Maintain organized records of all meeting documents, agendas, and minutes, ensuring easy and secure access for committee members.  
  • Under the direction of the VP RED and the RED Program Manager, reply to inquiries and communicate with internal and external constituents. 
  • Prepare emails, correspondence, reports, and data sets involving advanced knowledge of MS Word and MS PowerPoint, intermediate knowledge of MS Excel, and working knowledge of Canva online publishing platform.     
  • Assist developers and RED Program Manager in preparing funding applications and requests for proposals.    
  • Register team members for seminars, training, conferences, and other events, and arrange travel and accommodation as requested.  
  • Manage Dev Team members’ participation in the Housing Washington annual conference and other periodic industry events.  
  • Manage VP of HR and Team members' participation in conferences as applicable and update development-related marketing materials and other content updates. 
  • Arrange payments for memberships, seminars, and industry events for both teams. 
  • Provide support for property grand openings, community outreach for projects in development, art parties, and marketing events such as golf fundraisers to benefit Bellwether.   
  • Manage departmental team-building celebrations such as work anniversaries, birthday recognition, retreats, and special outings to promote team retention and connection.  
  • Write, edit, and produce content for The Buzz, an interdepartmental newsletter for Bellwether employees.  
  • Update the SharePoint intranet for RED, maintaining RED contacts and other data sets. 
  • Maintain Dev Team and HR resumes, bios, and photos for RFPs, funding applications, and the external website.    
  • Coordinate signatures for financial documents, budgets, agreements, draws, and other documents using DocuSign, and coordinate with EA to the CEO to coordinate wet signatures.   
  • Serve Construction Management staff in an administrative capacity to improve departmental functioning such as data entry and coordination.  
  • Maintain electronic departmental library on SharePoint, including folder structure and document naming conventions. Follow Bellwether’s document retention schedule including electronic and hard copy records for the department.  
  • Coordinate office management functions for the department such as staff parking, desk assignments, and supply ordering.   
  • Implement software tools for the department and coordinate training as needed for departmental members such as Bluebeam Revu and external folders.    
  • Assist RED Program Manager to update policies and procedures, templates, and other core business functions.   
  • Proficiency with Microsoft Office 365. Familiarity and/or ability to learn Asana, Smartsheet, One Note, SharePoint, MS Teams, Ring Central, Yardi, and Adobe InDesign. 

Requirements

 

Who You Are:  

  • 3 years of experience providing executive-level administrative support, and successful project management work, or an equivalent combination of education and experience.  
  • High level of integrity, discretion, and professionalism.   
  • Scrupulous about details in all matters of planning and communication.  
  • Excellent communicator, able to perform successful negotiations at any corporate level.  
  • Strong interpersonal skills, and ability to build relationships with diverse individuals, including all levels of staff, board members and external partners, and donors.  
  • Proactive thinker who actively seeks and proposes solutions; strong decision-making capability.  
  • Highly resourceful team player with the ability to work very independently.  
  • Ability to achieve high-performance goals and meet deadlines in a fast-paced environment.  
  • Experience planning and executing major events for large groups.  
  • Excellent writing and formatting skills with expertise in drafting agendas, minutes, correspondence, presentations, and reports.  
  • Commitment to Bellwether’s mission and to principles of diversity, equity, and inclusion. 

What We Offer: Bellwether Housing is your platform for growth, empowerment, and purpose. When you join our team, you will receive: 

  • Competitive compensation accompanied by a generous benefits package. 
  • Medical, dental, and vision insurance. 
  • A 403(b)-retirement plan with an employer match, guiding you towards a prosperous future 
  • Fuel for your personal and professional development with up to $1,500 in employer-paid continuing education per year. 
  • An ORCA Transit Pass to navigate the city with ease. 
  • Up to 27 paid days off in your first year and 8 paid office closure days. 
  • The chance to be part of a transformative mission, leaving a mark on the lives of those we serve in our communities. 

At Bellwether Housing, you will elevate your career in a role that's as rewarding as it is impactful, where you’ll be part of a movement that is helping shape the future of affordable housing in Seattle and where diversity, equity, and inclusion are the pillars of our success.  


Note: This role requires successful completion of a background check in accordance with Seattle’s Fair Chance Employment Ordinance. 

Bellwether Housing is an equal-opportunity employer. We will not discriminate based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. We support the Americans with Disabilities Act (ADA) to reasonably accommodate all qualified applicants [and employees] by providing reasonable accommodations to people with disabilities.  


To request Reasonable Accommodation for the application or interview process please contact recruiting@bellwetherhousing.org. Bellwether Housing is dedicated to building a diverse, equitable, and inclusive workplace. We value having employees whose skills, experiences, and backgrounds reflect the populations we serve. We are committed to being an anti-racist organization while acknowledging we have a long way to go. You can learn more about our DEI work on our website.  

Salary : $31 - $44

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