Executive Assistant

Job Type

Full-time

Description

We're Hiring an Executive Assistant to the CEO

The Executive Assistant (EA) provides highly confidential, responsive, and responsible administrative support to the CEO in support of the goals of the organization. The EA also plays an administrative role in the ongoing activities and functions of the Board of Directors and senior leadership team.

The EA is responsible for managing the CEO's schedule, coordinating internal and external meetings and events, handling correspondence, preparing and distributing reports and presentation materials, and providing project and administrative support within a collaborative environment. This position requires independent judgment and adaptability to a dynamic workload. The ideal candidate is highly motivated, professional, flexible, and capable of organizing and prioritizing tasks in a fast-paced environment.

The EA actively engages in Mary's Place racial equity work - striving for racially equitable outcomes and taking responsibility for creating, maintaining, and affirming communities for people of color, immigrants, and refugees, trans and gender-non-conforming people, and other populations who routinely encounter systemic oppressions.

This is a non-supervisory position reporting to the CEO. The EA works on-site at the Mary's Place main administrative offices (the Hub) and is required to attend meetings and events at other Mary's Place and community locations.

This is a full-time salaried exempt position that on occasion may require the flexibility to work some weekends, evenings, and holidays. The salary for this position starts at $78,000 DOE.

Key Administrative Responsibilities

Scheduling and meeting coordination

• Manages the CEO's calendar, coordinating schedules and meetings with both internal and external stakeholders, prioritizing sensitive matters and resolving scheduling conflicts.
• Organizes CEO's meetings with internal and external groups, including elected officials, donors, community partners, Mary's Place leadership teams and the Board of Directors; specific responsibilities include scheduling; preparing and sending agendas and materials; and arranging for external space, catering, and/or special supplies or equipment
• Provides administrative support for the CEO's speaking engagements, events, and meetings; coordinates information and materials with other teams to ensure CEO is well prepared
• May provide logistical support for guests, clients, and staff who are participating in public speaking engagements or events on behalf of Mary's Place
• Takes minutes at meetings of the Board of Directors and senior leadership team and supports the tracking of action items

Communications, correspondence and document management

• Creates a welcoming and professional environment (in person, over the phone, and via email) for the Board of Directors, community partners, funders, vendors, staff, guests/clients, and other stakeholders to interact with the office of the CEO
• Supports the CEO's engagement with the Board of Directors including response to time-sensitive requests from the Board
• Serves as a primary point of contact for the Board for matters including scheduling, logistics, and general assistance
• Upholds a strict level of confidentiality
• Provides administrative assistance for the CEO's communications and correspondence, such as writing and editing e-mails, drafting memos, preparing communications, and documenting external interactions, on the executive's behalf
• Processes and coordinates documents for executive review and approval, including contracts, agreements, internal communications, and donor correspondence (including department document management)
• Maintains comprehensive and accurate records, documents, contact lists, and Microsoft SharePoint sites for the CEO, senior leadership team, and Board of Directors
• Tracks expenses and invoices, submits expense reports, and monitors executive budget
• Addresses inquiries from the public regarding services, events, and donations

Leadership team support

• Provides administrative support for various projects led by the Chief of Staff and other senior leaders to advance the CEO's priorities and initiatives
• Assists with tasks of the senior leadership team as assigned by the CEO
• Provides administrative support for the recruitment process for leadership positions, including scheduling interviews and consolidating interviewer feedback

Other responsibilities

• Anticipates needs of the CEO and ensures a consistent and open line of communication
• Establishes and maintains effective relationships and appropriate boundaries with guests, staff, Board Members, and other stakeholders, gaining their trust and respect
• Maintains a highly functional and organized work environment
• Provides backup coverage for the front desk at the Mary's Place administrative office (the Hub)
• Assists guests, clients, and community members seeking assisting at the HUB and/or at shelter sites
• Other duties as assigned, including evenings or weekends for events

Requirements

Skills/Qualifications Required

• AA or bachelor's degree or HS diploma/GED and equivalent experience
• At least 3 years in an administrative support role; experience supporting multiple groups or individuals is preferred
• Executive level administrative support experience preferred
• Experience providing administrative support to a Board of Directors, association, or other governing body is preferred
• Nonprofit experience preferred
• Able to meet deadlines in a fast paced, quickly changing environment
• Employs a high attention to detail to ensure the executive is prepared and supported for all engagements
• Balances the ability to work independently with seeking guidance when appropriate
• Proactive approach to problem-solving with strong decision-making skills
• Professional level listening, verbal, and written communications skills
• Strong customer service orientation
• Composed and cool, able to hold things together under pressure
• Advanced skills in Microsoft Office Suite, including PowerPoint, Teams, and a minimum of 1-3 years using SharePoint.
• Strong understanding of and commitment to the Mary's Place mission of empowering women, children, and families experiencing homelessness and of Mary's Place commitment to equity and diversity
• Exhibits compassion and empathy; works well with people from all ethnic, social, economic and sexual orientation backgrounds.
• Resourceful, flexible, and adaptable, with a positive attitude and strong motivation.
• Proven track record to demonstrate a high level of discretion and judgment, and the ability to maintain confidentiality of sensitive information
• Highly organized with strong time management skills, able to effectively prioritize and manage multiple tasks simultaneously to accomplish goals.
• Ability to excel in a collaborative environment, working effectively with individuals across departments, job functions, and locations to accomplish tasks and projects
• Access to a personal vehicle to be able to travel around the county (mileage reimbursed)
• Experience and comfort operating standard office equipment (computers, phone systems, mail machine, photocopier)

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Ability to converse with and listen to people in many different settings
• Ability to use a computer and telephone, as well as other standard office equipment
• Frequently required to stand, walk, use fingers, hands, and arms
• Ability to occasionally push, pull, lift, and/or carry supplies up to 25 pounds
• Work takes place in a social services environment where long periods of sitting, working on a computer, walking to various work areas, going up and down stairs, and standing are required
• Travel to program sites and meetings outside the site and around the county are necessary
• Ability to work in an environment where there may be animals present, including dogs

In compliance with the ADA Amendment Act, should you have a disability that requires assistance and/or reasonable accommodation with the job application process, please contact the Human Resources department.

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment to meet the physical requirements of the position. Mary's Place will attempt to satisfy requests if the accommodation needed is reasonable, and no undue hardship to Mary's Place would result.

Mary's Place offers the following benefits to full-time staff:

• Medical and dental insurance with the cost for core employee coverage paid at 100% by the company and competitive family rates

• Basic Life insurance of $50,000 at no cost to employee; option to buy additional coverage

• 403(b) plan with 50% employer match on the first 6% employee contribution. Eligible to participate upon hire; eligible for match after first year of employment

• Unlimited use ORCA pass for a small deduction per pay period

• Starting at 10 days paid time off (PTO) each calendar year

• 10 days of sick time each calendar year

• 10 days of flexible floating holidays each calendar year (accrued 40 hours on Jan. 1 and July 1, and pro-rated during first year)

• Employee Assistance Program

Mary's Place is an Equal Opportunity Employer. We value a diverse workplace and strongly encourage women, people of color and other underrepresented groups, LGBTQ+ individuals, people with disabilities, foreign-born residents, and veterans to apply. We celebrate diversity and are committed to creating an inclusive environment for all employees.

How to Apply

Applications accepted until the position is filled.

marysplaceseattle.org

Salary Description

$78,000 DOE

---