Administrative Associate

Inatai Foundation • Mount Vernon, WA

6h • $72,000 - $87,000 • Hybrid

About The Position

The Administrative Associate for Learning & Community Engagement (LCE) provides administrative, project management, and strategy support to the foundation’s Learning & Community Engagement team. This position reports to the Vice President of Learning & Community Engagement and supports projects and special initiatives led by the Vice President and Director of Leadership & Capacity Building.

The ideal candidate is skilled at managing multiple, complex projects and thrives in a fast-paced, start-up environment. They bring a strong commitment to equity and justice, value collaborative teamwork, and demonstrate the ability to build authentic, accountable relationships with communities across Washington. Success in this role requires excellent organizational skills, the ability to manage complex schedules, strong attention to detail, clear communication, and proven experience in project management and event planning, along with the ability to remain calm under pressure.

This is a full-time, exempt position. Inatai is proud to be a statewide organization, and we know there are talented leaders everywhere in our state. As we grow and learn, we know that we are better partners to communities and more strategic grantmakers when we have team members rooted in place and bringing their lived and learned experiences to our work. We are prioritizing the following geographies to ensure we are fully living up to our commitments to geographic equity.

The Olympic Peninsula, with special attention to Jefferson, Clallam, and Grays Harbor counties
North Central Washington, with special attention to Douglas, Chelan, Okanogan, and Kittitas counties
Northeast Washington, with special attention to Pend Oreille, Stevens, Ferry and Lincoln counties
In addition to these regions, we would like to give priority to candidates based in Adams, Asotin, Cowlitz, Lewis, Mason, Skagit, Skamania, and Whitman counties.

We currently have offices in Seattle and Pasco. Team members connected to an office are expected to work in the office. Team members may be permitted – with supervisor approval – to work remotely up to two days per week. Periodic early morning, evening, and weekend hours will be required, and statewide and regional travel should be expected.

Requirements

• Minimum required: 2 years of project management/event planning, 2 years of executive administrative support
• Strong project management and administrative skills
• Executive administrative management
• Experience with event coordination and logistics planning
• Demonstrated ability to manage complex schedules and timelines.
• Strong attention to detail
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, SharePoint, and Teams), Adobe (Acrobat DC) and additional project management technologies (Monday.com)
• Exceptional verbal and written communication skills combined with the ability to listen deeply and authentically.
• Experience with project management tools
• Ability to manage multiple priorities
• A high degree of confidentiality
• A deep commitment to equity and racial justice and strong alignment with our organizational values and 50-Year Vision
• Ability to authentically connect the foundation’s mission and aspirations with one’s own personal experiences
• Demonstrated ability to cultivate relationships and work effectively and respectfully with politically, ideologically, culturally, and geographically diverse people and communities
• Knowledge of, or a strong desire to learn about, the needs of communities across the state who are most impacted by structural inequities
• An understanding of the foundational role that racism, ableism, sexism, and other forms of bias and oppression play in perpetuating inequity
• Humility and curiosity, and an understanding of how these qualities are connected to success in this role
• Demonstrated capacity for self-reflection
• Demonstrated ability to interact, develop relationships, and partner with individuals representing diverse and intersectional perspectives and backgrounds, including community leaders and frontline constituents. A commitment to honoring the knowledge, expertise, and experience that exists within communities is essential
• Strong verbal, non-verbal, and written communication skills combined with the ability to listen deeply and authentically
• Enthusiasm for traveling throughout Washington and engaging with communities that may be different from your own (travel is estimated at 20-25% for this position)

Responsibilities

• Support the Vice President of LCE with executive-level administrative tasks.
• Manage the Vice President of LCE’s calendar, juggling competing priorities as necessary. Schedule virtual and in-person internal and external meetings, including booking venues and preparing relevant materials. This includes setting up and managing all logistics, inputting information into project and grants management systems, and driving action items out of the meeting or event.
• Manage internal and external communication and correspondence, including but not limited to coordination between the LCE team and broader Inatai staff; development of external monthly newsletters, board briefs, and other written materials; and management of internal communications to ensure alignment and information flow across departments.
• Design and produce presentations and materials in PowerPoint and other formats to support the Vice President of LCE and related initiatives.
• Lead the design, organization, and maintenance of team files and knowledge systems in SharePoint and other shared platforms, ensuring accessibility, version control, and alignment with Inatai’s information management standards.
• Manage internal and external VP correspondence, including email and inbox management
• Develop and maintain a calendar of internal organizational and LCE team projects
• Represent the organization in a professional manner in person, in telephone conversations, in virtual meetings, and in written correspondence.
• Compose, edit, design, and format documents and other communications from the VP
• Make all travel arrangements and manage administrative processes and expenses for travel-related items
• Prepare monthly credit card reconciliation and expense reimbursement tracking
• Manage complex scheduling across the LCE team and with fellow departments
• Develop and maintain a calendar of internal org and LCE team projects
• Contribute one’s own ideas, perspectives, and lived experiences to the emerging culture of the foundation
• Assume other responsibilities and explore new opportunities that arise with the evolving needs and aspirations of the foundation
• Serve as the lead event planner for LCE Team retreats (annually) and team dinners (bi-annually)
• Coordinate with the VP of LCE to plan monthly team meetings
• Support the VP of LCE with event planning for leadership team and executive team retreats
• Manage projects connected to the 50-Year Vision, including funding portfolios, ensuring projects are high quality and meet organizational timelines
• Coordinate with the VP of LCE to plan events, trainings, projects, cross-departmental meetings related to Inatai's 50-Year Vision
• Assist LCE team with organizing and archiving of team files and documents
• Perform various administrative functions as needed, such as data entry and contact management

Benefits

• fully paid medical/dental/vision coverage for employees and dependent children (and partial coverage for partners and spouses)
• a 12% retirement contribution
• generous time off (29 days of flexible paid time off, eight paid holidays, and a year-end office closure from December 25 to January 1)
• paid family and medical leave (12 to 18 weeks)
• a transit pass (where available)
• support for ongoing professional development

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed