What are the responsibilities and job description for the Executive Assistant position at Mac's List?

The Executive Assistant (EA) is an exciting and highly visible position at Bloedel, requiring interaction with a broad range of internal and external stakeholders and playing a key role in support of Bloedel's mission. The EA provides overall administrative, organizational, and project support to the President & CEO and serves as a key liaison to the Board of Trustees and Board Committees. The EA also has extensive interaction with staff and community stakeholders through a range of special projects. Professionalism, organization, the ability to cultivate relationships, and flexibility to adapt to the changing needs and priorities of Bloedel are essential.

ESSENTIAL JOB DUTIES

Executive Support

Provides administrative support and project management for a range of initiatives in which the President & CEO plays a lead role.
Coordinates the President & CEO's calendar and daily workflow, juggling competing priorities as necessary and making appropriate and informed decisions about available time. Coordinates other organizational calendars as needed.
Schedules internal and external meetings, coordinating all logistics and details, providing relevant preparation materials ensuring appropriate follow-up.
Prepares correspondence, proposals, reports, project management documents, presentations, and other writing tasks as assigned.
Establishes and maintains organizational systems for physical and electronic files.
Leads, coordinates, and assists with special projects as directed by the President & CEO and in response to shifting organizational priorities.
Researches, collects, and prepares information for the President & CEO's use. Assists in scheduling and preparing the President & CEO's community presentations.
Schedules and records minutes for staff Leadership Team Meetings, All Staff Meetings, and other meetings as required.
Assists with and attends select events. Represents Bloedel in the broader community.
Coordinates travel arrangements for the President & CEO and others as designated.
Manages confidential information with discretion.

Board Support & Liaison

Provides support to the Board of Trustees and its Committees by scheduling and organizing meetings, compiling and distributing meeting notices, agendas, and documents, and preparing minutes.

Plans and oversees logistical arrangements for board and board committee meetings, including space and facility needs, meals and refreshments, supplies, and technology.

Maintains information about the Board of Trustees and potential trustee candidates.

Leads document assembly for Board meetings and select Committee meetings.

Assists with board committee work including writing reports, creating and maintaining calendars, and copying projects as necessary.

Administration

Manages and administers projects that support the Bloedel staff including developing systems, organizing, processing financial data and supporting staff administration

Develops and manages the annual budgets for the President & CEO's office and the Board of Trustees

Coordinates the maintenance of office equipment

Acts as docent when volunteers are absent, and substitutes cannot be scheduled.

Other duties as assigned, including support for Communications, Events and Development.

PHYSICAL REQUIREMENTS

The ability to lift up to 15 pounds independently.

Ability to stand and work on feet for an extended period.

EDUCATION / EXPERIENCE AND SPECIALIZED TRAINING REQUIRED :

Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

Ability to build relationships with stakeholders, including staff, trustees, external partners and donors.

Expert level written and verbal communication skills.

Strong computer skills including a strong working knowledge of Microsoft Office Suite, Outlook Calendar and Adobe Acrobat.

Prior experience providing high-level support to boards, committees, or other similar work groups.

Ability to work in a group setting or independently.

Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.

Ability to work flexible hours, including nights, weekends and holidays when needed.

3 years of relevant professional experience required.

Experience working with a nonprofit boards preferred.

Experience working in direct support of a non-profit executive preferred.

MATERIAL / EQUIPMENT DIRECTLY USED :

Microsoft Office Suite, Adobe Acrobat, Blackbaud Altru, 1Password, WordPress

WORKING CONDITIONS :

90% Indoors : Office environment

10% Outdoors : Pacific Northwest weather conditions

BENEFITS

Bloedel also offers a generous benefits package.

Medical, Dental, and Vision insurance - 97% of the employee-only premiums paid by Bloedel

Life Insurance, Short-Term Disability, and Long-Term Disability - 100% of the premiums paid by Bloedel

Flexible Spending Accounts - Health Care & Dependent Care plans

401k Retirement Plan - discretionary 5% employer match after one year of service

Support for professional development and training

Generous vacation (3 weeks / year), sick leave (12 days / year), and personal holidays (13 days / year)

DIVERSITY & INCLUSION

Bloedel Reserve is committed to fostering a diverse, inclusive, and supportive workplace. We believe that having staff, interns, and volunteers with diverse backgrounds enables Bloedel to better meet our mission and serve our communities. We recognize that opportunities in public horticulture have historically excluded and continue to disproportionately exclude Black and Indigenous people, people of color, people with disabilities, and LGBTQ people. We strongly encourage individuals with these identities to apply.

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