Executive Administrative Assistant

TOGETHER!•Tumwater, WA

6d•$24 - $27•Hybrid

About The Position

The Executive Administrative Assistant provides dedicated administrative support to TOGETHER!’s Executive Director with occasional support to other Administrative Directors as needed. This role helps ensure efficient, organized day-to-day executive and administrative operations. This role requires strong attention to detail, excellent organizational skills, and the ability to manage multiple priorities with professionalism and discretion. The ideal candidate is passionate about TOGETHER!’s mission of serving youth and families, and demonstrates the emotional maturity and sound judgment necessary to handle sensitive and confidential information.

Requirements

A valid Washington driver’s license with a fully insurable driving record is required.
Two or more years of administrative support experience.
Able to maintain a high level of integrity and discretion in handling confidential information.
Excellent verbal and written communication skills.
Exceptional organizational skills.
High degree of professionalism in interacting with diverse groups of people including board members, senior executives, staff, community leaders, donors, and partners.
Make appropriate, informed decisions regarding priorities and available time.
Ability to complete a high volume of tasks and projects with minimal guidance.
Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
Strong Proficiency in Microsoft Office including Microsoft Outlook, Word, PowerPoint, Excel, and Teams.
Understanding and personal commitment to equity (including social justice and inclusion), community building, and systems change values of TOGETHER!.

Nice To Haves

Nonprofit experience is additionally preferred.
Administrative, office support or clerical experience in a non-profit capacity.
Bilingual - Spanish + English fluency with reading and writing competency.
Commitment to the youth development, family support, and community partnership philosophies of TOGETHER!.
Commitment to TOGETHER!’s values of equity, systems change and community mobilization.
Demonstrated commitment to inclusion, diversity, social justice and intercultural development.
Commitment and ability to support and mentor youth in a positive manner.
Serve as a steward of the TOGETHER! brand and understand your role in protecting and growing the reputation and results of the organization and greater network.
Contribute to shared and measurable goals for the common good.
Ensure sound health and safety measures are practiced.
Proactively contribute to agency-wide goals, projects and events.
Maintain open and effective communication with agency staff, partners, community members and program participants.
Actively foster and maintain a creative, collaborative, healthy, engaged, and supportive workplace culture.

Responsibilities

Manage and maintain the Executive Director's calendar, scheduling meetings, appointments, and organizational commitments.
Coordinate meeting logistics, including invitations, agendas, materials, and follow-up items.
Assist with email management, correspondence drafting, and communication tracking as assigned.
Monitor deadlines, commitments, and action items to ensure timely completion.
Prepare documents, presentations, reports, and other materials for meetings and organizational initiatives.
Establish and maintain organized electronic and physical filing systems.
Coordinate Board of Directors meeting logistics and scheduling on behalf of Executive Director.
Prepare and distribute board packets and meeting materials.
Attend board meetings as needed and record meeting minutes for Executive Review.
Support committee meetings and governance-related administrative functions.
Assist with preparation of agendas and follow up items for regularly scheduled internal fund development meetings. Coordinate follow-up activities and monitor project timelines.
Correspond with funders/funder prospects to schedule meetings, gather information, or provide updates as directed.
Process, organize, and route documents requiring Executive Director review or approval.
Coordinate check requests, approvals, signatures, and related financial documentation.
Support organizational events, leadership retreats, trainings, and meetings.
Partner with Operations Manager to maintain agency calendars for key agency eventss, staff and board member anniversaries and birthdays, and support operations to meaningfully mark key milestones
Maintain confidentiality regarding personnel, financial, and organizational information.
Perform other related duties as required and assigned by the Deputy Director and Finance Director.
Provide occasional support at organization events by engaging with attendees and sharing information about programs and services.
Serve as a steward of the TOGETHER! brand and understand your role in protecting and growing the reputation and results of the organization and greater network.