Executive Assistant

Bloedel Reserve•Bainbridge Island, WA

38d•$27 - $32•Onsite

About The Position

The Executive Assistant (EA) is an exciting and highly visible position at Bloedel, requiring interaction with a broad range of internal and external stakeholders and playing a key role in support of Bloedel’s mission. The EA provides overall administrative, organizational, and project support to the President & CEO and serves as a key liaison to the Board of Trustees and Board Committees. The EA also has extensive interaction with staff and community stakeholders through a range of special projects. Professionalism, organization, the ability to cultivate relationships, and flexibility to adapt to the changing needs and priorities of Bloedel are essential.

Requirements

Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Ability to build relationships with stakeholders, including staff, trustees, external partners and donors.
Expert level written and verbal communication skills.
Strong computer skills including a strong working knowledge of Microsoft Office Suite, Outlook Calendar and Adobe Acrobat.
Prior experience providing high-level support to boards, committees, or other similar work groups.
Ability to work in a group setting or independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
Ability to work flexible hours, including nights, weekends and holidays when needed.
3+ years of relevant professional experience required.

Nice To Haves

Experience working with nonprofit boards preferred.
Experience working in direct support of a non-profit executive preferred.

Responsibilities

Provides administrative support and project management for a range of initiatives in which the President & CEO plays a lead role.
Coordinates the President & CEO’s calendar and daily workflow, juggling competing priorities as necessary and making appropriate and informed decisions about available time. Coordinates other organizational calendars as needed.
Schedules internal and external meetings, coordinating all logistics and details, providing relevant preparation materials ensuring appropriate follow-up.
Prepares correspondence, proposals, reports, project management documents, presentations, and other writing tasks as assigned.
Establishes and maintains organizational systems for physical and electronic files.
Leads, coordinates, and assists with special projects as directed by the President & CEO and in response to shifting organizational priorities.
Researches, collects, and prepares information for the President & CEO’s use.
Coordinates with Development team to host donor meetings, including supplying meals and refreshments.
Records important donor touch points that involve the President & CEO, and coordinates with Development team to record these in the donor database.
Schedules, coordinates, prepares agendas, and records minutes for Leadership Team Meetings, All-Staff Meetings, and other meetings as required, in consultation with the CEO.
Assists with and attends select events. Represents Bloedel in the broader community.
Coordinates travel arrangements for the President & CEO and others as designated.
Manages confidential information with discretion.
Provides support to the Board of Trustees and its committees by scheduling and organizing meetings, compiling and distributing meeting notices, agendas, and documents, and preparing minutes.
Plans and oversees logistical arrangements for board and board committee meetings, including space and facility needs, meals and refreshments, supplies, and technology.
Maintains information about the Board of Trustees and potential trustee candidates.
Leads document assembly for board meetings and select committee meetings.
Assists with board committee work including writing reports, creating and maintaining calendars, and copying projects as necessary.
Coordinates and administers projects that support the Bloedel staff including developing systems, and organizing and supporting staff administration.
Coordinates and takes notes for Leadership Team Meetings.
Provides refreshments for All-Staff meetings.
Develops and coordinates the annual budgets for the President & CEO’s office and the Board of Trustees.
Coordinates the maintenance of office equipment.
Other duties as assigned, including support for Communications, Events and Development.