Administrative Specialist

Washington State Coalition Against Domestic Violence • Seattle, WA

8d • $61,000 - $67,000 • Hybrid

About The Position

We are seeking someone who enjoys and takes pride in administrative support roles. This position will provide support for WSCADV’s annual conference and fundraising events, membership training events and webinars, and other internal administrative tasks. Attending in-person meetings and events and occasional overnight travel are required. Meetings are typically in Seattle, and they may occasionally take place around the state. Valid driver’s license and/or ability to travel periodically to meetings, plus occasional overnight travel (e.g., annual conference), and proof of COVID vaccination, are required.

Requirements

• Minimum three (3) years of experience in an administrative support role (for example, providing logistical support for webinars, in-person trainings and major events.)
• Technology proficiency:
• Microsoft Office products including Office 365 and Zoom platform.
• Proficiency or ability to quickly learn: E-mail communications software, familiarity with CRM software, Asana, Canva, or similar software.
• Efficient self-starter with excellent ability to plan logistics, problem-solve, and is detail-oriented and methodical.
• Ability to work independently, collaborate with others and complete tasks with limited direction.
• Strong project administration skills including ability to organize projects and create spreadsheets, timelines, and simple databases and budgets.
• Excellent oral communication skills. Willing and able to make phone calls. Good basic business writing skills.
• Ability to maintain a patient and efficient approach to working with diverse colleagues in a highly interactive and productive work environment.
• Adept at balancing multiple projects and requests for help.

Nice To Haves

• Familiarity with domestic violence and sexual assault nonprofits and Tribal organizations.
• Spanish, ASL, or other oral and written proficiency in languages common to Washington state is a plus.
• Knowledge of racial, economic, and gender justice issues and/or willingness to learn.
• Commitment to supporting WSCADV’s mission, Theory of Change, and Principles of Unity.
• Ability to foresee, solve problems and meet deadlines in a professional, positive manner.
• Strong ability to work collaboratively, build trust, and be flexible with coworkers, community partners, and organizations from a wide range of backgrounds.
• Demonstrated spirit of cooperation and ability to build positive working relationships in an interactive, productive, team environment.
• Flexible with ability to learn and adapt to changes in duties, processes, and technologies in an evolving nonprofit and as part of the movement to end violence.

Responsibilities

• Administrative Support: Online and in-person meeting logistics: Work as an admin team member to provide back-end production and logistical support to ensure smooth production for other WSCADV events. Typical tasks: Create publicity and online registration materials, and manage registration Provide basic IT support for Zoom meetings and webinars For in-person trainings: Book venues, catering, interpreters, and occasional travel Generate pre- and post-event participant lists, update attendance data in database, and compile evaluations Reconcile payments Communicate status of tasks with co-workers as needed, and work in partnership with training staff leads Oversee organization’s general email account and phone line; respond to inquiries or forward to staff as appropriate Coordinate and regularly update annual staff technical assistance (Random TA) calendar
• Annual conference support: Serve on the conference team and provide support for planning, logistical, and production of annual statewide conference for 400+ people during a portion of the year. Typical tasks include: Play a key support role for planning, task timeline, tracking progress, budget monitoring, invoices, and scheduling team meetings Monitor registration, track payments, and be the first line of response to related inquiries Reserve and monitor hotel blocks Draft and process contracts for interpreters and presenters Organize supplies and their transportation to conference site Process evaluations and contribute feedback Assist with all conference logistics, including banquet and event order form (BEO), communicating with convention center, onsite coordination, scheduling interpreters/volunteers/vendors, all registration, publicity & printed materials
• Refuse to Abuse® Game Day event support: Provide logistical and fund development support for annual fundraising event during a portion of the year. Tasks include: Communicate with major league sports partner sales staff regarding ticket sales, promotional items, marketing tasks, and day-of field entry logistics. Provide support with fundraising platform. Assist with day-of staff roles and timeline. Day-of event set-up and tear-down.
• Teamwork and other general WSCADV staff member duties: Work closely and effectively with the Admin team, program staff, and member programs Perform other general WSCADV staff duties related to the annual conference, Advocacy Days, and other duties as assigned Participate in domestic violence, multicultural, and anti-oppression activities and trainings and perform all work in a culturally responsive manner consistent with WSCADV’s mission, Theory of Change, and Principles of Unity

Benefits

• Annual pay increases per salary structure
• 100% paid premiums for medical, dental, vision health insurance, ~50% for dependents, and a health reimbursement account.
• Employer-matched retirement contribution after 6 months
• 100% paid short- and long-term disability and life insurance
• Student loan payment assistance after 6 months
• 3 weeks annual vacation accrual with periodic increases, sick leave and 14 paid holidays
• Flexible, family-friendly work environment

What This Job Offers

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