Executive Assistant and Board Liaison

Africatown Community Land Trust•Seattle, WA

5d•Onsite

About The Position

Africatown Community Land Trust (ACLT) seeks a highly organized Executive Assistant and Board Liaison to provide advanced, diversified, and confidential administrative support to the CEO, Development Team, and Board of Directors. The position contributes to ACLT’s strategic goals and overall management. The successful candidate is an entrepreneurial, resourceful administrative professional who can solve problems, adapt to changing priorities, and thrive in a fast-paced environment with integrity, initiative, self-direction, flexibility, sound judgment, and emotional intelligence. Responsibilities include executive calendar and records management; office reception and communications; research and information gathering; meeting, event, and logistics coordination; Board and committee scheduling and meeting support; preparing and distributing Board materials; maintaining Board and organizational records; supporting development and fundraising communications and events; assisting with organizational projects and reporting; and representing ACLT at meetings and events. Some evening and weekend hours are required for Board meetings and community events. ACLT works to acquire, develop, and steward land in Greater Seattle to empower and preserve the Black community and support the cultural and economic thriving of people of the African diaspora. This is an onsite position in Seattle, Washington.

Requirements

Four to five years of relevant experience.
Two years of experience supporting CEOs or senior leadership and providing administrative support to Boards.
An administrative degree or equivalent education and experience.
Superior organizational, verbal, written, interpersonal, and communication skills.
Experience coordinating logistics for committees, task forces, or other teams.
High proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook; Google Docs; and productivity tools such as Zoom, Google Meet, GoTo Meeting, or MS Teams.
Knowledge of office management coordination and implementation of efficient office systems.
Ability to interact with employees at all levels and community members in a fast-paced environment.
Ability to communicate effectively with people of diverse personalities, cultures, and communication styles.
Ability to work independently, exercise precise judgment, pay close attention to detail, and take initiative in problem solving.
Demonstrated ability to manage deadlines and competing priorities while maintaining accuracy and productivity.
Experience handling confidential information with discretion and exercising independent judgment, tact, and sensitivity in difficult situations.
Entrepreneurial spirit and a growth mindset.
Ability to meet the physical requirements of prolonged sitting and computer work, and to lift up to 25 pounds at times.
Authorization to work in the U.S. without requiring visa sponsorship.

Nice To Haves

A bachelor’s degree or equivalent education and experience.
A project management certificate or project management experience.

Responsibilities

Manage and prioritize the CEO’s calendar and scheduling requests with internal and external stakeholders.
Organize and maintain the CEO’s electronic and paper files, ensuring accurate records and preservation of Board and business documents.
Greet visitors and serve as the primary office receptionist and point of contact by phone and in person as needed.
Assist the CEO with research and information gathering on confidential and sensitive issues, exercising sound independent judgment.
Represent ACLT on behalf of the CEO and maintain professional working relationships with community leaders, elected officials, partners, and others.
Attend leadership team, all-staff, and community meetings and take minutes.
Coordinate meeting support and logistics, including venues, refreshments, audiovisual equipment, and materials.
Coordinate calendars and schedules for monthly Board and ongoing Board committee meetings.
Prepare and distribute Board and committee materials, agendas, presentations, resolutions, and notices; distribute minutes before the next meeting.
Attend monthly evening Board meetings, take accurate minutes, and maintain Board records.
Assist Board members with meeting support and respond to Board member inquiries on behalf of the CEO while maintaining discretion and confidentiality.
Maintain department and team reports for CEO review and dashboard or similar tracking tools.
Coordinate retreat logistics with the Operations Manager, consultants, or Leadership Team.
Attend Board, fundraising, cultivation, and community events as needed.
Back up the Development Team with writing or editing donor solicitations, communications, acknowledgments, and funder reports.
Support fund development and revenue-generating efforts, including year-end donor gifts and thank-you correspondence.
Assist the Development Team and Operations Manager with logistics for the annual fundraising event, coordinating staff and volunteers.
Work with the CEO, staff, and consultants to develop and implement organizational infrastructure and systems.
Assist with compiling monthly, quarterly, and annual reports.
Support Leadership Team members on projects and perform other duties as assigned.

Benefits

Employer-paid medical, dental, and vision coverage at 100%.
Generous vacation (PTO) and sick leave.
11 paid holidays and 2 personal holidays.
Matching 401(k) plan up to 4%.
Annual health reimbursement account (HRA) of $1,000.
Flexible spending account (FSA).
Employer-paid life and AD&D insurance.
Employer-paid long-term and short-term disability insurance.
Professional development stipends.
Employee Assistance Program (EAP).
Opportunity to support a meaningful purpose and make a positive impact in the Seattle community.