Board Liaison and Executive Assistant

Friends of Waterfront Park•Seattle, WA

19d•Hybrid

About The Position

Reporting to the President and CEO, Friends is looking for an experienced Board Liaison/ Executive Assistant to perform a wide range of administrative duties. This includes serving as a key link with the board of directors, coordinating all related business including board meetings and committee work, board relations, and overall coordination of the board calendar and workflow. It also includes executive support and project management on behalf of the CEO. This role requires an organized, detail-oriented, multitasker who can handle many diverse projects at once and meet tight deadlines. This is a full-time, 32 hours per week, hybrid role in Seattle, WA.

Requirements

Minimum of two years of experience providing support to a Board of Directors, managing committees or board of directors related work.
Minimum of five years of progressively complex administrative experience, advanced project management, scheduling, or equivalent experience required.
Bachelor’s degree or an additional 4 years of relevant experience
A commitment to incorporating the practices and ethos of Diversity, Equity, Accessibility, and Inclusion (DEAI) in all facets of your work.
Proficiency and ease using Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and online meeting tools, such as Zoom and Teams.
Exceptional writing skills and comfortability with writing reports.
Strong communication skills.
Ability to support the needs of leadership to carry out the initiatives of the organization.
Ability to be flexible and responsive to operational and administrative support needs.
Ability to handle sensitive information in a confidential manner.
Must have the ability to work independently, be resourceful, and take initiative in an agile environment.
Must exhibit excellent dependability, judgement, and flexibility in dealing with changing priorities.
An understanding of Board governance.

Nice To Haves

Lived experience and cultural competency with underrepresented communities, including Black, Indigenous, Latine, disabled, and/or LGBTQ+ communities, and the ability to bring this lens to conversations about anti-racism, anti-oppression and embedding equity in all aspects of work.
Bachelor’s Degree
Experience with Beanworks or other expense report software.
Salesforce experience
Nonprofit experience
Experience with project management tools (e.g., Asana)

Responsibilities

Under the direction of the President & CEO, serve as the Board Liaison for the Friends Board of Directors and where appropriate, bring other team members in to support Board meetings and Board committee meetings, including meeting/event planning, notetaking, reports, hospitality, and implementation. Specific tasks will be assigned and reviewed periodically among the President & CEO, Deputy Director, and Director of Development.
Proactively manage organization-wide, Board, and committee meeting calendar and coordinate advance planning.
Draft supporting agendas, emails, and memos; assist with briefings, presentations, and surveys/evaluations; and coordinate and plan events from start to finish according to requirements, target audience, and objectives.
Directly support the Board of Directors as a whole, as well as the Executive, Governance, and Finance Committees and select Advisory Committees, including taking minutes and other meeting logistics.
Oversee planning, preparation, implementation and follow up for Board, Executive Committee, and other Board Committees. Partner with other key senior leaders to ensure all committees are advancing their work and reporting regularly.
Support the onboarding process of new Board members.
Facilitate annual Board conflict of interest disclosure process.
Assist in facilitating open communication and support an efficient, agile work environment for the organization’s President & CEO and Deputy Director.
Provide high-level administrative support to the President & CEO including, but not limited to, handling internal/external scheduling requests and meeting arrangements, preparing materials as assigned, and managing meetings.
Attend Senior Leadership Team meetings. Coordinate meeting logistics including taking notes.
Manage travel and conference planning/coordination across the organization, including expense reporting needs.
Triage all incoming meeting requests and liaise with members of the Senior Leadership Team to evaluate time management decisions on behalf of the President & CEO.
Proactively manage organization-wide, Board and committee meetings, and Senior Leadership Team calendar with the utmost attention to accuracy and coordinate advance planning.
Schedule and coordinate meetings involving the President & CEO and Deputy Director including logistics planning, distribution of meeting materials, creation of proposed agendas, note/minute taking, and communicate outcomes, decisions, and actions to all relevant stakeholders as per instructions.
Prepare the President & CEO and Deputy Director for internal and external appearances and speaking engagements, including managing the timeline of support needed from others organizing or reviewing briefing documents, agendas, emails, memos, presentations, and reports. Ensure that all corresponding office files are maintained.
Coordinate complex project and stakeholder meetings related to organizational initiatives, including venue arrangements, scheduling, agenda creation, materials coordination, action items follow up, task assignments, and meeting facilitation.
Manage and support projects for the President & CEO; this includes writing reports and tracking deliverables.
Act as the liaison/point of contact for projects and communicate status updates to project participants and stakeholders.
Collaborate as a member of the Friends team, providing thought partnership and support as needed.
Work collaboratively with and learn from the entire organization, and with external partners, stakeholders, and community.
Contribute to an inclusive workplace culture and adhere to Friends’ Community Agreements.
Engage in regular conversations about race and equity through all-staff meetings, trainings.
Incorporate values of DEAI in all facets of this job and when collaborating across teams.
Incorporate the org-wide value/ethos of centering community throughout work (e.g., attend community events, seek out and listen to diverse communities and perspectives).
Contribute to organizational culture by participating in team building activities to help build a fun, welcoming, and productive workplace.