Executive Assistant

Open Arms Perinatal Services•Seattle, WA

16d•$30 - $33•Hybrid

About The Position

Open Arms is looking for a highly organized, proactive, and people-centered Executive Assistant to support both our Executive Director and Director of Programs. This role is perfect for someone who loves keeping things on track, bringing order to busy schedules, and anticipating needs before they’re voiced. An Executive Assistant who is detail-obsessed, resourceful, and calm under pressure will enable our key leaders to focus on big-picture leadership and managing our teams. As an important administrative partner in a mission-driven organization, the Executive Assistant will keep the day-to-day running smoothly and thoughtfully, ensure timely and clear communication, and build effective coordination across the organization. Duties include: Skillfully manage competing priorities between two busy leaders and make sound, independent decisions about sequencing work based on urgency, deadlines, and broader organizational priorities. Maintain an organized daily workflow for the Executive Director and Director of Programs by tracking action items, following up as needed, and maintaining organized files and systems. Oversee day-to-day office procedures and ensure that the leaders have all the necessary resources and support to perform their duties efficiently. Proactively manage complex calendars, prioritize competing needs, coordinate logistics, and optimize schedules. (Activities include meetings, speaking engagements, events, and occasional travel.) Manage incoming communications addressed to the Executive Director or Director of Programs. Assess urgency and relevance and ensure accurate and timely distribution to appropriate team members. Perform administrative tasks including scheduling; preparing agendas and materials; notetaking and follow-ups; supporting approval processes; processing expenses; set up and troubleshooting tech tools and other systems (connect with IT and support staff who are experts on these tools); managing travel arrangements. Schedule, prepare for, and attend meetings as needed. Document detailed and accurate minutes and attendance. Ensure follow-up actions are tracked and completed. Provide in-person support for group meetings that are led by the Executive Director or Director of Programs. Some meetings occasionally happen during evenings and weekends (advanced notice will be provided). Support includes preparing materials and refreshments, setting up tech and virtual tools, notetaking, and cleaning up. Implement, maintain, and improve administrative processes. Anticipate leadership needs and proactively streamline processes, communications, and workflows. Draft, edit, and organize communication including emails, letters, memos, reports, presentations, meeting minutes, and announcements. Build collaborative internal and external relationships while serving as a compassionate point of contact, protecting executive time, and upholding boundaries with professionalism and tact. Support broader organizational initiatives and priorities, including assisting with initiatives, special events, and process improvements to advance our mission. Coordinate logistical support for events as needed. Perform general office and operational tasks, including maintaining records, ordering supplies, and supporting other operational responsibilities as needed. Handle sensitive information with care – maintain confidentiality and approach all matters with professionalism and discretion. Demonstrate a strong commitment to the organization’s mission and apply a warm and inclusive approach across all administrative and relationship-building responsibilities.

Requirements

Approximately 3+ years of prior successful executive or senior-level administrative support experience. Experience working in nonprofit and social-service focused organizations is a plus. Experience supporting multiple executives at the same time is a plus.
Highly organized with strong attention to detail, follow up, and task management
Strong written and verbal communication skills
Comfort with a busy work environment. Ability to juggle multiple priorities and independently manage tasks.
Ability to plan, coordinate, and organize work projects solo and as a team
Aptitude for solving problems with creativity and resourcefulness
Extremely comfortable with technology, including proficiency with email, cloud-based applications, databases, and virtual meeting tools. Applicant is not required to be an expert on these tools but should be comfortable using and learning online tools. Some of the applications we frequently use: Zoom, Microsoft Office (Excel, Outlook, Word, Sharepoint), Apricot/Bonterra.
Highly people-oriented and collaborative. Strong interpersonal and communication skills over the phone, through email, virtual platforms, and face-to-face settings.
Ability to develop positive relationships with clients, doulas, providers, organizations, and staff, and success in working collaboratively with others.
Adaptable and comfortable navigating changes, including creating or improving systems and workflows.
Basic understanding and appreciation for culturally responsive and community-based services
Ability to maintain confidentiality around sensitive information
Passion for and commitment to the mission of Open Arms and community-based work.
Experience working with diverse staff and communities of color. The applicant should have a strong racial, disability, gender, and economic justice framework.
Commitment to anti-oppression and de-colonization work with a focus on racial equity and reproductive justice, specific to birth justice.
COVID-19 proof of full vaccination, booster after January 2022, or medical or religious exemption request is required for in-person work.
Background check and reference checks are required.
Proof of eligibility to work as an employee in the U.S. and a Washington state resident.
Valid Washington State Driver’s License and reliable transportation with current automobile insurance or access to reliable transportation when needed. This position requires occasional driving for errands, picking up items, and attending offsite meetings.

Nice To Haves

Experience working in nonprofit and social-service focused organizations is a plus.
Experience supporting multiple executives at the same time is a plus.

Responsibilities

Skillfully manage competing priorities between two busy leaders and make sound, independent decisions about sequencing work based on urgency, deadlines, and broader organizational priorities.
Maintain an organized daily workflow for the Executive Director and Director of Programs by tracking action items, following up as needed, and maintaining organized files and systems.
Oversee day-to-day office procedures and ensure that the leaders have all the necessary resources and support to perform their duties efficiently.
Proactively manage complex calendars, prioritize competing needs, coordinate logistics, and optimize schedules. (Activities include meetings, speaking engagements, events, and occasional travel.)
Manage incoming communications addressed to the Executive Director or Director of Programs. Assess urgency and relevance and ensure accurate and timely distribution to appropriate team members.
Perform administrative tasks including scheduling; preparing agendas and materials; notetaking and follow-ups; supporting approval processes; processing expenses; set up and troubleshooting tech tools and other systems (connect with IT and support staff who are experts on these tools); managing travel arrangements.
Schedule, prepare for, and attend meetings as needed. Document detailed and accurate minutes and attendance. Ensure follow-up actions are tracked and completed.
Provide in-person support for group meetings that are led by the Executive Director or Director of Programs. Some meetings occasionally happen during evenings and weekends (advanced notice will be provided). Support includes preparing materials and refreshments, setting up tech and virtual tools, notetaking, and cleaning up.
Implement, maintain, and improve administrative processes. Anticipate leadership needs and proactively streamline processes, communications, and workflows.
Draft, edit, and organize communication including emails, letters, memos, reports, presentations, meeting minutes, and announcements.
Build collaborative internal and external relationships while serving as a compassionate point of contact, protecting executive time, and upholding boundaries with professionalism and tact.
Support broader organizational initiatives and priorities, including assisting with initiatives, special events, and process improvements to advance our mission. Coordinate logistical support for events as needed.
Perform general office and operational tasks, including maintaining records, ordering supplies, and supporting other operational responsibilities as needed.
Handle sensitive information with care – maintain confidentiality and approach all matters with professionalism and discretion.
Demonstrate a strong commitment to the organization’s mission and apply a warm and inclusive approach across all administrative and relationship-building responsibilities.

Benefits

Paid health, dental, vision, and disability insurance
Generous paid time off including vacation, sick, and holidays: 13 days of vacation per year for full-time employees with anniversary increases; 12 days for sick and safe time; 23 paid holidays; 2 floating holidays
Employee assistance program
Mileage reimbursement
Professional development opportunities
Option to contribute to a 401k, flexible spending and dependent care expenses account, and supplemental insurance.
Open Arms is committed to the professional development of our staff. Each year we allocate professional development funds for each employee, and we also support group-training opportunities. Systemic harm and economic oppression have intentionally and disproportionally impacted BIPOC communities, impacting equitable access to many training and leadership opportunities. As a result, these communities are underrepresented in leadership positions. We support all employees in their professional advancement both within Open Arms and beyond our organization.
Open Arms is proud and committed to being a family-friendly workplace. We offer flexible work schedules with remote work being part of the usual weekly schedule for almost all staff as it fits with their job duties. We also offer generous paid-time-off for self and family care. Children of any age are welcome in our office, and many staff bring their children to work on a regular or as-needed basis. We have an onsite lactation lounge and encourage chestfeeding in the workplace.
We have an informal workplace culture, and staff develop strong, supportive connections with each other. We have a highly collaborative culture and an open office work environment. We are proud of our extremely diverse staff in all demographic areas, which creates a very rich and inclusionary organizational culture. More than 80% of our staff identify as people of color.
Open Arms strives to be an affirming, positive, diverse work environment. Open Arms provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. We strongly encourage applications from communities of color and other historically underrepresented and marginalized groups.