Operations and Executive Assistant

IslandWood•Bainbridge Island, WA

3d•Onsite

About The Position

The Executive and Operations Assistant develops and implements policies and procedures, coordinates team activities, manages shared use of the 255-acre site by various programs, and oversees day-to-day general administration for the organization across departments and functions. The Executive and Operations Assistant serves as the Executive Assistant and provides administrative support to the IslandWood team. The Executive and Operations Assistant utilizes a broad variety of skills and must be highly proficient in collaboration, organization, time management, problem resolution, multi-tasking and be experienced in the more advanced features of the Microsoft Office Suite of products.

Requirements

Ability to be onsite at Bainbridge Island campus
Bachelor’s degree in business administration, communications, or related field or equivalent experience.
Minimum 3–5 years of experience supporting senior executives, preferably at the C-suite level.
Exceptional organizational skills with the ability to manage multiple priorities and perspectives and meet tight deadlines.
Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams/ Sharepoint); comfortable with virtual meeting platforms such as Zoom and Teams.
Strong written and verbal communication skills, with the ability to produce clear, concise, and professional correspondence.
Proven discretion in handling sensitive and confidential information.
Adept at anticipating needs, proactively solving problems, collaborating, improving processes and taking initiative with minimal direction.
Professional presence with the ability to interact confidently with executives, clients, and stakeholders.
Flexible and adaptable in a fast-paced, evolving environment while being a steady, level-headed presence, able to diffuse tension and maintain a calm, solutions-focused environment
Model IslandWood’s core values while actively advancing our strategic plan, broadening our mission’s reach and impact, and fostering equity, diversity, and inclusion in the workplace.
Must be able to comply with and maintain a drug-free work environment.
Must pass child safety screening procedure, post-offer.

Responsibilities

Meets regularly with CEO and COO to track and coordinate projects and work activities
Manages calendars
Coordinates board meetings, prepares board meeting materials including annual board retreat packet, attends bi-monthly board meetings (Seattle/virtual), and compiles board meeting minutes.
Provides Board Committee Chair and Liaison support
Manages board and board committee calendars and documents.
Communicate regularly with board and board committee members.
Handles sensitive information that requires a high level of discretion and confidentiality.
Performs other administrative duties as assigned by CEO/ COO
Oversees safety programs. Prepares for and conducts monthly safety committee meetings and ensures delivery is accomplished
Prepares for and conducts weekly Operations meetings during which delivery of all events and programs are
Provides other cross departmental coordination
Supervises the day-to-day administrative operations of the organization
With Operations leader, co-manages the organization’s shared information posted on the intranet.
Takes initiative to identify and implement process improvements
Receives visitors to Welcome Center. Train and manage front desk volunteers. Works with Volunteer Manager to schedule front desk volunteers.
Books internal programs, events, and meetings in event management software. Works with staff to coordinate pre-event processes including function sheets, catering, room setups, audio-visual, etc
Manages short/long-term file storage and IslandWood property checkout.
Compiles monthly staff meeting agenda.
Oversees vehicle policies and checkout procedures.
Other duties and special projects as assigned by Operations leader

Benefits

100% IslandWood paid Medical, or a low employee contribution option offered
100% IslandWood paid Dental and Vision option
HSA with IslandWood contribution (based on qualifying medical plan)
Life/AD&D, Short and Long-term Disability Insurance paid by IslandWood
Voluntary Employee Benefits: Life/Hospital/Critical Care Insurance, and Pet Insurance.
Employee Assistance program
Flexible spending accounts
401k with employer match (after 6 months of employment)
Variety of Employee Discounts
Employee Discount for IW Summer Camps
3 weeks paid vacation
floating holidays
10 annual paid holidays (paid if applicable during contract period)
80 hours of paid annual sick leave