Office Assistant / Executive Assistant

Youthnet • Mount Vernon, WA

8h • $22 - $24

About The Position

Youthnet is seeking an organized, service-oriented Office Assistant to provide essential administrative support to the Executive Director and leadership team. The position helps the organization run smoothly through calendar and meeting coordination, board support, records management, and day-to-day office administration. The successful candidate is proactive, detail-oriented, adaptable, solutions-focused, and able to anticipate needs, follow through, and balance competing priorities.

This part-time role works approximately 25 hours per week on a weekday schedule coordinated with organizational needs. Work combines computer-based administrative tasks, communication and coordination, and hands-on office activities, including occasional local errands and deliveries. The position regularly interacts with staff and leadership and may support activities at multiple Youthnet locations in a dynamic environment where priorities may shift.

Youthnet is a nonprofit agency serving children, youth, and families across Western Washington, particularly those involved with or at risk of involvement in the state foster care system. Its mission is to partner with young people and families navigating systems of care, providing support that fosters hope, belonging, and confidence to shape their futures.

Requirements

• High school diploma or equivalent.
• Strong organizational and communication skills.
• Equivalent combinations of education, experience, and demonstrated skills will be considered.

Nice To Haves

• Previous experience in an administrative, office support, executive assistant, customer service, or similar role.
• Experience coordinating calendars, meetings, events, or office operations.
• Experience supporting an executive, leadership team, or board of directors.
• Familiarity with Google Workspace and shared-drive organization.
• Experience with document control, file naming conventions, or records management.
• Experience with data entry, research, or administrative support for grant writing or fundraising.
• Experience coordinating office supplies, mail, shipping, receiving, or multiple office locations.
• Ability to identify opportunities to streamline processes and improve organizational efficiency.

Responsibilities

• Coordinate organizational and leadership calendars, including scheduling meetings and managing calendar details for the Executive Director and other leaders as assigned.
• Assist with email organization, correspondence, follow-up, and other administrative needs for the Executive Director and leadership team.
• Prepare and organize monthly Board of Directors meeting materials, including agendas, slideshows, executive reports, and meeting folders.
• Coordinate with the Executive Director and Board of Directors Secretary to prepare presentation materials, format meeting minutes, and verify accuracy.
• Maintain organized Board of Directors folders and records, ensuring approved minutes, agendas, slideshows, executive reports, and supporting documents are accurately stored and accessible.
• Track board member onboarding, including collecting photos, coordinating website updates, and monitoring onboarding steps.
• Provide data entry and administrative support to the Executive Director, Resource Development, Operations, HR, Finance, and other leadership team members.
• Coordinate office logistics, including mail pickup and delivery, post office trips, shipping and receiving, and deliveries to other Youthnet locations.
• Monitor office supplies, maintain inventory, and coordinate ordering and restocking.
• Support the organizational phone system by maintaining phone tree information, coordinating voicemail routing, and ensuring messages reach appropriate staff.
• Assist with Community Closet organization, supplies, and related logistics.
• Coordinate staff meetings, organizational lunches, and other internal gatherings, including scheduling, materials, food orders, and communications.
• Support staff committees with meeting coordination, documentation, and follow-up.
• Maintain organized Google Drive folders and shared files, following established naming conventions and document control practices.
• Help ensure organizational documents are consistently named, stored appropriately, and easy for staff to locate.
• Maintain accurate records and complete routine data entry and administrative documentation across departments.
• Identify opportunities to improve administrative processes, file organization, and information accessibility.
• Coordinate the collection, organization, and submission of required documentation for audits.
• Support the state audit process by gathering records, tracking documentation requests, and coordinating follow-up with appropriate team members.
• Assist with special projects, data gathering, and administrative initiatives across the organization.
• Provide flexible, responsive support to leadership and administrative team members as priorities arise.
• Perform other duties consistent with the role to support Youthnet's operations and mission.

Benefits

• Employee Assistance Program (EAP) and WorkLife partnership to support employees and their families.
• Voluntary ancillary benefits, including dental and discounted group pet health insurance.
• Generous paid time off and 12 paid holidays, prorated based on part-time status and applicable eligibility policies.
• Career development opportunities.
• A supportive, mission-aligned team environment where contributions make a meaningful difference.
• A professional, caring, and fun work environment that values collaboration, personal growth, and meaningful impact.

What This Job Offers

• Job Type: Part-time
• Education Level: High school or GED