Senior Executive Assistant

Title: Senior Executive Assistant

Type: 9-12 Month Contract / Hybrid (2-3 days per week on-site)

Location: Seattle, WA

Hourly/Contract Rate: $40 - $43/hour, depending on experience.

Summary:

The Senior Executive Assistant, serving as the principal support for the President/CEO and Vice-President, is also a liaison to the Foundation’s Board of Trustees and will handle matters of organizational and strategic importance and sensitivity as requested. This key member of the team provides leadership and operational oversight for a variety of administrative and top-level functions, takes the initiative to independently address a variety of matters and make decisions on behalf of the CEO and/or VP, and identifies problems and recommends or implements solutions on an organizational basis. This individual will operate with a high degree of independent judgment to assist with and relieve the CEO of tasks as appropriate, and on occasion, provide support to other team members, maintaining effective, professional working relationships with staff and external stakeholders.

Responsibilities:

Supports the CEO and Vice President:

• Provides comprehensive strategic and administrative support to the CEO, Vice President, and senior leadership team.
• Strategically manages the CEO’s and VP’s schedules, proactively arranging meetings and logistics around current priorities, planning preparation time around deadlines, and ensuring the right stakeholders are included.
• Assures that the CEO and VP are well prepared for all meetings (coordinating pre-meeting briefings, assuring desired outcomes are understood, and providing any materials for those meetings in a timely manner).
• Delivers high-level administrative support, including travel coordination, expense reporting, file management, and other related activities for both the CEO and VP.
• Prepares and edits content for documents, presentations, and correspondence.
• Coordinates sensitive issues while building trust with the CEO, VP, staff, and external partners.
• Coordinates projects, speaking engagements, and events, creating and improving processes where needed.
• Ensures the follow-through and resolution of open action items.
• Understands that their performance is a reflection of the Foundation and the CEO and acts accordingly.
• Manages the coordination of the senior leadership team through managing the logistics of team meetings, huddles, and staff offsites and retreats.
• Plans the annual calendar, coordinates annual planning, and develops and distributes meeting summaries for reporting processes, including performance goals and budgets, with the appropriate leaders.

Supports the Foundation Board of Trustees:

• Schedules all Board and Committee meetings.
• Manages meeting budgets, tracks and assures vendor payments, plans, and implements logistics, including arrangements for all meetings, the Annual Board Retreat, the Annual Partner and Alumni luncheon, and other special events.
• Coordinates and supports appropriate leaders regarding Board materials and interactions.
• Prepares official records such as notices, minutes, and resolutions related to foundation governance.
• Organizes, assembles, and distributes agendas and other meeting materials.
• Attends and takes minutes at all Board meetings.
• Organizes, maintains, and updates the Trustees Roster, Committee rosters, orientation materials for new Trustees, and other materials, including conducting due diligence on prospective trustees and proactively updating the trustee recruitment matrix.
• Makes Trustees’ travel arrangements and ensures that expense reports are completed accurately and in a timely manner.
• Acts as a Custodian of Foundation documents and records.
• Oversees records management, including bylaws, policies, minutes, and Trustees’ records (e.g. terms, committees, conflict of interests, and attendance records).

Supports the Foundation Staff in a Team-Oriented Environment:

• Schedules and assists in the coordination of events and large meetings (staff off-sites, retreats, and meetings), including planning for monthly staff lunches for the Seattle office and the planning and logistics of offsites and retreats.
• Answers the Foundation’s telephone and directly handles requests, routing to others when appropriate, and managing coverage when they are not available.

Qualifications & Requirements::

• 7-10 years of increasingly responsible experience supporting senior executives.
• Demonstrated strong interpersonal skills and enthusiasm for the mission of the Foundation.
• Demonstrated planning, analytical, organizational, and project management skills.
• Ability to proactively use creative approaches to solve problems and identify ways to improve processes.
• Ability to work successfully with ambiguity, being flexible and innovative.
• Ability to work well with internal and external stakeholders.
• Ability to conduct oneself in external settings in a way that reflects positively on the Foundation as an organization of professional, confident, collaborative, and emotionally intelligent staff.
• Computer proficiency requirements include extensive experience with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), DocuSign, Adobe Acrobat, and CRMs.
• Note: Graphic design skills are desirable.
• Works with highly sensitive information confidentially.
• Ability to maintain an effective system for assuring timely follow-up on all issues.
• Proven ability to accurately take and transcribe meeting minutes.
• Ability to drive and manage logistics for off-site meetings.
• Ability to attend occasional multi-day/out-of-town meetings.
• Experience with event and meeting planning.
• Experience supporting a Board of Directors or Board Committee.
• Must be willing to work on-site 2-3 days a week in Seattle.