Executive Administrative Assistant

Na'Ah Illahee Fund•Seattle, WA

50d•$30 - $36•Onsite

About The Position

The Executive Administrative Assistant (EAA) is a trusted thought-partner and operational anchor to the Executive Director (ED). This role ensures the ED can lead strategically by managing administrative systems, communications, scheduling, and follow-through with care, discretion, cultural grounding, respect, relational accountability, and Indigenous values. The EAA supports the rhythm of an Indigenous-led intermediary organization working across philanthropy, advocacy, and community-centered initiatives. This position requires strong judgment, emotional intelligence, and the ability to anticipate needs in a fast-moving, relational environment.

Requirements

Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines
Excellent written and verbal communication skills, with exceptional attention to detail
High emotional intelligence and sound judgment when navigating complex interpersonal dynamics
Ability to work independently, take initiative, anticipate needs, and problem-solve proactively
Proficiency with common office and collaboration tools (Google Workspace, calendars, Zoom, Microsoft Office, project management platforms)
Experience supporting senior leadership or executive-level roles
Commitment to confidentiality, professionalism, and alignment with Na’ah Illahee Fund’s mission, Indigenous values, and relationship-based work

Nice To Haves

Experience working with Indigenous communities, Native-led organizations, or in community-centered, values-driven environments
Experience supporting boards, committees, or governance processes
Familiarity with donor databases or CRM systems (e.g., Bloomerang, Little Green Light) and donor stewardship workflows
Comfort working in a remote or hybrid environment, with strong self-direction and communication
Three or more years of administrative or executive support experience, preferably in a nonprofit, philanthropic, or mission-driven organization
Education is flexible: a high school diploma is required; an undergraduate degree is welcome but not required—relevant lived, professional, or community-based experience is highly valued
We strongly encourage Indigenous applicants and individuals with lived experience in the communities we serve to apply. Na’ah Illahee Fund values relationship-based knowledge, cultural grounding, and community accountability alongside professional experience.

Responsibilities

Protect and optimize the Executive Director’s time, energy, and focus through proactive calendar management, scheduling, and prioritization across multiple time zones
Prepare and manage executive and board communications, including agendas, briefing materials, correspondence, notes, and follow-up to ensure accountability and continuity
Support board operations and governance by coordinating meetings, preparing board packets, and maintaining accurate records
Coordinate travel, logistics, reimbursements, and logistical support for meetings, events, trainings, and community gatherings
Maintain organized digital filing systems and administrative records to ensure accessibility, compliance, and smooth operations
Serve as a steward of the organization’s general inbox (info@) and the Executive Director’s email, ensuring timely, respectful responses, thoughtful triage, and appropriate follow-through.
Support internal coordination across staff, partners, and leadership by tracking priorities, timelines, and project workflows
Uphold confidentiality, cultural respect, and organizational integrity while contributing to a healthy, values-aligned workplace culture
Manage the Executive Director’s calendar, scheduling, travel logistics, and meeting preparation across multiple time zones
Prepare agendas, briefing materials, notes, and follow-up for executive and board meetings; track action items and deadlines
Support board operations, including meeting coordination, board packets, records management, and follow-through
Serve as a warm, professional point of contact for partners, funders, board members, and community members
Draft, proofread, and format correspondence, presentations, and internal communications on behalf of the ED
Support donor stewardship activities, including preparing thank-you letters, coordinating communications, and updating CRM records
Uphold Na’ah Illahee Fund’s values in all interactions through culturally respectful, relational communication
Maintain organized digital filing systems and administrative records to ensure accessibility, continuity, and compliance
Coordinate internal workflows, reminders, and timelines across leadership, programs, and operations
Assist with vendor coordination, contracts, reimbursements, and administrative compliance tasks
Provide logistical support for meetings, events, trainings, and community gatherings
Assist with grant-related administrative tasks, including gathering documentation and tracking reporting deadlines
Support programmatic and fundraising teams with administrative needs as assigned
Conduct research, compile reports, and prepare summaries to support leadership decision-making
Identify opportunities to improve systems and processes that strengthen executive and organizational effectiveness