Executive Administrative Assistant

Ben B Cheney Foundation • Tacoma, WA

1d • $24 - $30 • Onsite

About The Position

The Ben B. Cheney Foundation is seeking a highly organized and personable Executive Administrative Assistant to support the Foundation’s daily operations. This is a new part-time position for the foundation, and we anticipate the end date will be December 31, 2026. As the first point of contact for our nonprofit partners, this individual must bring professionalism, warmth, clear communication, trustworthiness, and discretion to every interaction. The ideal candidate is detail-oriented, tech-savvy, demonstrates unquestionable integrity, and thrives in a small office setting where flexibility and collaboration are key. We are a team of three working in-person to support the mission, vision, and values set forth by our Board of Directors. While we enjoy participating in community meetings and site visits with our nonprofit partners, we are a small office that can be a quiet environment. You’ll find success here if you are comfortable working independently in a small, office-first workplace where our work atmosphere is often quiet and reflective yet prone to humor and fun times. In addition to our internal work, we get the incredible opportunity to work with smart and driven people in rural and urban communities across Washington, Southern Oregon, and Northern California. We learn new things every day and are constantly inspired by our partners. We like to have fun where possible and to be supportive shoulders when times get tough. We believe we are all in this together and let our community members guide our work through their expertise. You take relationship building and cultivation seriously and operate with utmost integrity and customer service. You are as comfortable talking one-on-one with the president of a large college as you are helping an elderly member of a small community nonprofit learn how to use our technology system. You are motivated daily by helping people and aren’t bored by repetitive tasks. You are known for being helpful, knowledgeable, and kind, and you make friends easily. You are known for doing what you say you’ll do and delivering on your commitments and work product to beat expectations. You pride yourself on your expansive skillset and ability to tackle a variety of tasks a small office requires. Your work and volunteer history has allowed you to learn a wide variety of skills and you thrive when you’re able to use them in switching tasks often throughout your day. People compliment your clear communication style, particularly when you write. People trust you to handle confidential and sensitive communications and conversations. You often make decisions about what task or conversation needs to be elevated, and what you can handle yourself. When faced with competing priorities, you instinctively know which one takes precedence, and gracefully navigate letting the other one go or reformatting it. You anticipate ways you can be supportive to your colleagues and proactively reach out to offer help. You are sustained with routine and repetition and understand how vital your tasks are to the big picture.

Requirements

• Unquestionable integrity and commitment to confidentiality
• A high degree of emotional intelligence, discretion, and warmth in working with people from all backgrounds
• Prior administrative or office experience, preferably in a nonprofit or philanthropic setting
• Exceptional written and verbal communication skills
• Strong attention to detail and ability to manage multiple tasks simultaneously
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams etc.), Zoom, and familiarity with cloud-based CRM systems (experience with Foundant or similar grant management systems a plus)
• Ability to work independently and as part of a small team

Responsibilities

• Respond to phone and email inquiries from grant seekers with kindness, clarity, and professionalism
• Maintain accurate and up-to-date records in our online grant management system (Foundant) in collaboration with the Foundation’s Executive Director and Program Officer
• Assist with processing financial transactions such as reimbursements, receipts, and vendor payments
• Schedule and organize meetings, including logistics, invitations, and preparation of necessary documentation
• Provide administrative support for the Executive Director, Program Officer, and Board as needed
• Perform filing, document organization, and other office duties as needed
• Handle sensitive information with the highest level of confidentiality and decorum

Benefits

• Part-time employees accrue PTO on a pro rata basis in accordance with their agreed-upon work schedule
• The Cheney Foundation offices are closed during 10 federal holidays annually. Part-time, non- exempt employees are eligible for paid time off on those recognized holidays that fall on their normally scheduled workdays. Holiday pay will be provided at the employee’s regular hourly rate for the number of hours they are regularly scheduled to work that day.
• In addition to federal holidays, the Foundation observes an annual office closure from December 24 through December 31. Part-time employees will receive pay for any normally scheduled workdays that fall during this closure, based on their regular hourly schedule.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 1-10 employees