Administrative Specialist

Casey Family Programs; Seattle (WA); On-site; USD 65,000 - 89,000; Full time

Benefits offered by this job

Medical benefits

Dental and vision coverage

Paid holidays

Annual leave 12 days

Sick leave 12 days

Personal holiday

Parental leave up to 8 weeks

Sabbatical after 10 years

Job summary

Casey Family Programs, an Equal Opportunity Employer, seeks an Administrative Specialist to support a Managing Director and team in Seattle. You will manage calendars, travel, and multiple projects, draft documents, and help maintain administrative processes aligned with Casey policies.

The role requires a Bachelor’s degree and at least five years of administrative support, including executive-level experience, with strong organizational and communication skills.

Qualifications

• Bachelor’s degree required with minimum 5 years administrative support experience, including at least 3 years at the executive level.
• Strong organizational, critical thinking, and written/verbal communication skills.
• Autonomy and independent judgment are essential in a demanding environment.
• Proficiency in Microsoft Office, especially Excel, is required.

Responsibilities

• Maintain the MD/Senior Director’s calendar and travel schedule.
• Manage local and national project/event coordination with leadership teams and partners.
• Draft memoranda, reports, and presentations for the MD/Senior Director.
• Develop administrative processes aligned with Casey policies and mentor staff.
• Assist with budget monitoring, expense processing, and invoices.

Skills

Organizational skills

Written & verbal communication

Autonomous work

Education

Bachelor’s degree

5+ years admin support (exec level)

Tools

Microsoft Office

Excel

Job description

Casey Family Programs, an Equal Opportunity Employer, is the nation’s largest operating foundation focused on safely reducing the need for foster care and building Communities of Hope for children and families across America. Founded in 1966, Casey Family Programs works in all 50 states, the District of Columbia, two territories, and tribal nations to influence long-lasting improvements to the safety and success of children, families and the communities where they live. Casey Family Programs values diversity, equity, inclusion, anti-racism, anti-discrimination, and respect for individuals in the workplace. We encourage candidates with diverse lived experience and perspectives to apply.

Job Summary

The Administrative Specialist is responsible for providing administrative and project support to a work unit Managing Director (MD) or Senior Director and their team.

Essential Responsibilities

• Maintains the MD or Senior Director’s calendar and travel schedule. Works closely with the MD or Senior Director, the work unit leadership team, and other internal and external parties to ensure a well-coordinated schedule.
• Manages projects and events at the local and national level in conjunction with the MD or Senior Director and work unit leadership team. Coordinates with work unit staff, other Casey work units, external partners, and vendors to ensure successful project/event completion.
• Responds to incoming requests to the MD or Senior Director on a wide variety of issues and works through to resolution. Drafts and edits memoranda, reports, presentations, and other documents as requested by the MD or Senior Director.
• Develops and maintains work unit administrative processes, ensuring alignment with Casey policies and work unit goals. Serves as the subject matter expert on administrative issues, provides coaching and guidance to work unit administrative staff as needed.
• Supports the MD or Senior Director and the work unit leadership team in the maintenance of the budget. May provide ongoing budget monitoring and variance analysis; prepares budget adjustments as needed. Works with work unit staff to ensure accurate processing of invoices, expense reports, and other financial items.
• Performs other duties as assigned.

Qualifications

• A Bachelor’s Degree and a minimum of 5 years of administrative support experience, at least 3 of which have been at the executive level. Relevant experience may be substituted for education.
• Strong organizational skills, critical thinking, and effective written and verbal communication skills are needed. The ability to work autonomously and exercise independent judgment is required.
• A broad knowledge of computer software is required. Advanced skills in the Microsoft Office suite, especially Excel, are needed.
• Proven success in working in a diverse, multi-cultural environment is required.
• Ability to perform effectively in high pressure and stressful work environment. Ability to manage stress and self-care.
• Ability to work onsite full-time to meet the collaborative responsibilities that are essential for position. Regular and reliable attendance is required.
• Physical requirements include the ability to lift and reach for light objects; ability to type and work at a computer for extended periods of time as a primary job function.
• Ability to protect the confidentiality of sensitive information by learning and following all relevant policies and protocols and using sound judgment in the handling and sharing of that information.
• Local travel as well as occasional out of town travel may be required. Driving on Casey business may require use of personal vehicle; adherence to vehicle safety guidelines and qualification for insurance is require.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The typical hiring range for this position in Seattle, WA is $65,450 to $77,000. The full salary range for the role is $65,450 to $88,550. As a mission-driven organization, Casey strives to balance competitive pay with our mission. Actual placement in the range will depend on a candidate’s job-related skills, experience, and expertise, as evaluated during the interview process.

Casey Family Programs offers comprehensive benefits including medical, dental and vision coverage, accrual of 12 days of annual leave, 12 days of sick leave,10 paid holidays per year, and each employee receives one personal holiday to use each calendar year. Employees that meet certain tenure qualifiers are eligible for up to eight weeks of parental leave for the birth or placement of a child for adoption or foster care. After the completion of 10 years of continuous, full-time regular employment, employees in good standing are permitted for a three-month sabbatical with pay. CFP also offers many opportunities for continued learning, training, and development.

This position will remain open until the needs are met and is subject to closure at any time without notice. It is to your advantage to file your application early as you will not be able to apply once the position has closed.