Executive Assistant, OOP

United Way of King County•Seattle, WA

8d•$34 - $36

About The Position

The Executive Assistant for the Office of the President provides collaborative, responsive, and reliable administrative support and coordination to meet team goals and objectives for the Chief Executive Officer (CEO), Senior Director of Internal Strategic Partnerships and Initiatives, and the Vice President of People, Culture & Equity. The role performs high level administrative functions, prioritizes conflicting needs, problem solves, handles matters expeditiously and proactively, maintains confidentiality, and anticipates needs as they relate to organizational success. The Executive Assistant also provides project management support for special assignments and initiatives and coordinates high-level volunteers including the board of directors. This position requires an individual who is highly motivated, resourceful, flexible, and possesses a positive attitude; is capable of organizing and prioritizing tasks in a fast-paced environment; is proactive in their approach to problem-solving and has independent decision-making skills. The individual must also be able to manage time and prioritize effectively, having the ability to orchestrate multiple activities at once.

Requirements

Demonstrated ability to perform administrative and Executive Assistant functions and complex administrative tasks in an executive office environment, preferably servicing the office of a President or CEO.
Exceptional business maturity and trustworthiness and demonstrated ability to maintain confidentiality of sensitive information.
Excellent organizational skills, including effective time management, prioritizing tasks, and an ability to handle multiple activities simultaneously.
Proven ability to work effectively with diverse staff across teams collaboratively, utilizing strong interpersonal and customer service skills.
Demonstrated ability to consistently exercise sound judgment and balance working independently with seeking guidance when appropriate.
Proven ability to communicate effectively, both verbally and in written form, including deep command of grammatical composition and proofreading skills.
Demonstrated ability to meet deadlines in a fast paced, quickly changing environment.
Demonstrated ability to maintain a highly organized and efficient work environment.
Demonstrated ability to remain composed, cool, and calm under the pressure of deadlines.
Intermediate level proficiency in Microsoft Office Suite, including Excel, PowerPoint, Teams, and SharePoint.
Intermediate level experience working with and using Artificial Intelligence (AI) and Large Language Model (LLM) to manage workflows and implement projects.
Associate or bachelor’s degree specializing in business, office administration, or related field, or equivalent experience.
Three years of office administrative experience at the C-suite level with demonstrated progressive responsibility is required.

Nice To Haves

Nonprofit experience preferred, or minimally an understanding and appreciation for issues related to social justice and equity.

Responsibilities

Provides primary administrative support for the CEO including maintaining an extremely active calendar, keeping current digital and hardcopy files, and making occasional travel arrangements.
Provides secondary administrative support to the Senior Director of Internal Strategic Partnerships and Initiatives and to Vice President of People, Culture, & Equity, including scheduling meetings with internal staff and external stakeholders; providing project management support; and handling department correspondence.
Coordinates and routinely tracks deliverables such as dashboards, scorecards, and logic models; and produces materials to aid in these deliverables.
Supports the team by preparing meeting agendas and materials, recording meeting minutes; and maintaining active membership records for the Board of Directors, including the Executive and Governance Committees.
Communicates directly and on behalf of the President and CEO with Board members, donors, external partners, and stakeholders on matters related to the Office of the President and other organizational initiatives.
Prepares, develops, and executes meeting presentations for All Staff, Leadership Team, Executive Committee, and Board of Directors meetings.
Coordinates internal and external meeting and event logistics.
Maintains the Office of the President SharePoint site, board and volunteer records in the organization’s Customer Relationship Management (CRM) system and represents the Office of the President via ongoing organizational technology projects.
Supports special projects and initiatives assigned by the CEO and the Senior Director of Internal Strategic Partnerships and Initiatives, helping to coordinate the scoping, planning, and management of projects to produce high-quality and timely deliverables.
Carries out logistical support and coordinates leadership and staff team meetings with agenda setting, taking notes, and following up on action points to enhance effectiveness and decision making.
Handles expense reports and invoices for the department.
Performs other duties as assigned.