Executive Assistant - KCLS Foundation

King County Library System•KCLS Foundation, WA

8d•Hybrid

About The Position

The KCLS Foundation is seeking a highly skilled and relationship-focused, 30 hours/week (benefits eligible), Executive Assistant to provide exceptional support to the Executive Director and serve as a key liaison to our Board of Directors. This role requires professionalism, discretion, and the ability to anticipate needs in a dynamic environment. The Executive Assistant will manage complex administrative responsibilities, support high-level decision-making, and maintain strong working relationships with board members and internal strategic partners. This position requires excellent judgment, flexibility, and a proactive approach to problem-solving. The Executive Assistant will support the Executive Director by managing complex calendars, coordinating correspondence, preparing confidential documents, and should be comfortable working with high-profile board members. This role requires anticipating the Executive Director’s needs, exercising sound independent judgment, and handling sensitive information with discretion. The position also involves credit card reconciliation, expense management, and producing high-quality written materials such as reports, agreements, presentation decks, meeting minutes, RFPs, and manuals. Additionally, the Executive Assistant will maintain master templates, mailing lists, and standardized documents while using databases and project management tools like Monday.com to support organizational workflows. To succeed in this role, the ideal candidate will bring prior Executive Assistant experience, excellent verbal and written communication skills, and a high level of detail orientation. They should be comfortable working in a fast-paced environment, and able to adapt to a flexible schedule. Strong judgment, confidentiality, and relationship-building skills are essential. Familiarity with databases and project management platforms will further support the Executive Assistant’s ability to stay organized and maintain consistency across Foundation processes.

Requirements

High School diploma or GED equivalent.
Five years of increasingly responsible administrative support to a senior level manager.
Any equivalent combination of education and experience that provides the necessary qualifications to successfully perform the duties of the position will be considered.
Valid Washington State driver license.
Excellent verbal and written communication skills.
High level of detail orientation.
Comfortable working in a fast-paced environment.
Able to adapt to a flexible schedule.
Strong judgment.
Confidentiality.
Relationship-building skills are essential.
Familiarity with databases and project management platforms.

Nice To Haves

Prior Executive Assistant experience.
Familiarity with Monday.com.

Responsibilities

Produces a variety of written materials ranging from routine to complex, including correspondence, reports, agreements, presentation materials, meeting minutes, Requests for Proposals (RFP), and manuals.
Develops and maintains master documents, templates, mailing and contact lists, and forms to ensure consistency with Foundation standards.
Proofreads and checks materials created by the Executive Director for the KCLS Foundation for accuracy, completeness, and compliance with Foundation standards, policies, and procedures.
Coordinates, arranges, and confirms meetings.
Maintains calendars for the Executive Director – KCLS Foundation and Foundation Board of Directors and screens requests for appointments.
Receives and screens visitors and telephone calls in support of the Executive Director – KCLS Foundation providing information and handling issues as appropriate that may require sensitivity and the use of sound independent judgment.
Handles inquiries and concerns from patrons, donors, community members or officials that are sent to the Executive Director – KCLS Foundation.
Determines the priority and routes incoming correspondence to the appropriate staff.
Researches the situation, gathers data from internal and external sources, and drafts a response.
Refers the request or complaint to appropriate staff as needed.
Takes or recommends action to resolve the issue.
Writes, reviews, and edits agenda items for the Foundation Board of Directors, Foundation team, and assigned staff meetings and committees.
Attends meetings, takes notes, and transcribes minutes.
Researches, edits, condenses and assembles information from a variety of sources for the preparation of records and reports.
Recommends organizational, procedural or other changes in area of focus to achieve greater productivity.
Maintains database entries to track Foundation information.
Establishes confidential, subject, project, and specialized files.
Organizes and maintains office files and archives records and files per established guidelines.
Assists staff in locating files and records.
Maintains a library of documents for the Foundation Board of Directors to include meeting agendas, projects and assignments, pending Board matters, minutes, rosters, and bios.
Prepares travel and training requests.
Confirms travel and other arrangements for conferences and business trips.
Compiles expense reports and prepares post-travel memoranda.
Requests reimbursement for petty cash expenditures.
Provides administrative support for professional association affiliations of the Executive Director – KCLS Foundation, including drafting meeting announcements and materials and arranging for meeting rooms and food.
Provides other administrative support staff to Foundation staff members related to communications, special events, donor engagement, grants and corporate partnership activities.
Performs other related duties as assigned.