Executive Assistant

The Center for Active Living; Seattle (WA); On-site; USD 65,000 - 85,000; Full time

Benefits offered by this job

Medical Coverage

Retirement Savings Plan

Paid Time Off

Paid Holidays

Job summary

The Center for Active Living seeks an Executive Assistant to the Executive Director to provide confidential administrative support, manage calendars, board governance, and frontline operations in an in-office setting. Strong organizational and financial literacy are essential for success.

You will coordinate meetings, prepare briefs, supervise front desk staff, and assist with budgeting and financial reporting using QuickBooks Online and Salesforce.

Qualifications

• High school diploma or GED required; Associate's or Bachelor's degree in Business, Nonprofit Management, Finance, or a related field is a plus.
• Minimum of 5 years of professional administrative, executive assistant, or office management experience preferred.
• Experience supporting a senior leader, CEO, or Board of Directors - ideally within a nonprofit, senior services, or community-based organization is strongly preferred.
• Experience supervising and managing direct reports
• Exceptional organizational and time-management skills, with the ability to manage multiple priorities, deadlines, and stakeholders.
• Basic financial literacy, including comfort reading budgets, running routine reports, organizing financial information, and working with spreadsheets.
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook) and comfort with (or willingness to learn) QuickBooks Online and Salesforce.
• Ability to remain calm, flexible, and professional in a busy environment with frequent interruptions and shifting priorities.

Responsibilities

• Executive support including calendar and priority management, briefing materials, and governance records.
• Front desk supervision and office operations, staff scheduling, and SOPs.
• Financial administration support including routine reports, budgeting timelines, and expense tracking.

Skills

Calendar management

Board governance

Staff supervision

Office systems

Financial reporting

Budget process coordination

Financial literacy

Microsoft Office

QuickBooks Online

Salesforce

Communication

Education

Bachelor's degree in Business, Nonprofit Management, Finance, or related

High school diploma or GED

Tools

QuickBooks Online

Salesforce

Job description

Executive Assistant to the Executive Director

Organization: The Center for Active Living

Location: 4217 SW Oregon St, Seattle, WA 98116 (In-Office Role)

Schedule: Full-time, | Monday - Friday, 8:00 AM - 4:30 PM (40 hours/week; regular attendance at occasional evening or weekend events may be required)

About Our Organization & The Role

The Center for Active Living is a community-centered nonprofit dedicated to supporting older adults. We are seeking an Executive Assistant who is a highly organized, proactive, and trusted administrative partner to support our Executive Director and help keep our vital community work moving forward.

This position is ideal for someone who enjoys bringing order to complexity, working across teams, and strengthening the administrative systems that allow a community organization to operate effectively. This role requires discretion, sound judgment, and a patient, respectful approach to our seniors, staff, board members, and volunteers.

Location Perk: Our office is nestled right in the vibrant West Seattle Junction, surrounded by fantastic local coffee shops and lunch spots just steps away!

Key Responsibilities

1. Executive Support & Board Governance

• Calendar & Priority Management: Manage the Executive Director's calendar, coordinate scheduling, and organize agendas, reports, and briefing materials needed for daily commitments.
• Commitment Tracking: Track deadlines, decisions, and follow-up items to ensure important organizational work moves forward seamlessly.
• Board of Directors Support: Coordinate Board and committee meetings, including scheduling, distributing meeting packets, attending meetings to take official minutes, and maintaining governance records.
• Leadership Liaison: Support staff and leadership meetings by preparing agendas and tracking action items, serving as a professional point of contact between the Executive Director, Board members, donors, and community partners.

2. Front Desk Supervision & Office Operations

• Staff Supervision: Supervise and manage the front desk staff member, overseeing day-to-day front desk coverage, scheduling, and reception operations to ensure a welcoming environment.
• Office Systems: Maintain organized administrative systems, shared calendars, files, and standard operating procedures to improve overall office efficiency.
• Supplies & Backup Support: Order and track office supplies and provide backup administrative or front-desk coverage during peak periods, special events, or staff absences.

3. Financial Administration & Budgeting Support

• Financial Reporting: Run and prepare routine financial and operational reports using QuickBooks, Salesforce, or spreadsheets. Regular grant reporting and tracking of grant process.
• Budget Process Coordination: Assist with the annual budgeting process by maintaining timelines, gathering staff inputs, and tracking the completion of assigned steps.
• Routine Administration: Support routine financial administration, including receipt tracking, invoice routing, expense documentation, and coordination with external finance contractors.
• Financial Literacy: Maintain accuracy and appropriate internal controls when handling records, utilizing a strong comfort level or background with basic financial documentation and spreadsheets.

Skills & Experience

• High school diploma or GED required; Associate's or Bachelor's degree in Business, Nonprofit Management, Finance, or a related field is a plus.
• Minimum of 5 years of professional administrative, executive assistant, or office management experience preferred.
• Experience supporting a senior leader, CEO, or Board of Directors - ideally within a nonprofit, senior services, or community-based organization is strongly preferred.
• Experience supervising and managing direct reports
• Exceptional organizational and time-management skills, with the ability to manage multiple priorities, deadlines, and stakeholders.
• Basic financial literacy, including comfort reading budgets, running routine reports, organizing financial information, and working with spreadsheets.
• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook) and comfort with (or willingness to learn) QuickBooks Online and Salesforce.
• Ability to remain calm, flexible, and professional in a busy environment with frequent interruptions and shifting priorities.

Physical Demands & Work Environment

• Office Setting: This is an in-office role requiring prolonged periods of sitting at a desk and working on a computer.
• Communication: The position necessitates frequent communication (talking and hearing) with community members, visitors, and team members in person, over the phone, and via video conferencing.
• Movement & Lifting: Candidates must have the manual dexterity to operate standard office equipment and the ability to occasionally stand, walk, bend, and lift or move office materials weighing up to 15 lbs.

Compensation & Benefits

• Salary Range: $65,000 - $85,000 annually.
• Our Compensation Commitment: The Center for Active Living determines actual starting compensation within this range depending on experience (DOE). Offers are carefully evaluated based on a candidate's relevant qualifications, professional experience, internal equity, and organizational budget considerations.

Our Comprehensive Benefits Package Includes:

• Medical Coverage: Paid medical benefits, including dental and vision.
• Retirement Savings: A retirement plan featuring a company match program.
• Paid Time Off (PTO): Paid vacation and paid sick leave, earned via an accrual system.
• Paid Holidays: Time off for designated organizational holidays.

Equal Opportunity Employer & Community Commitment

At The Center for Active Living, building a vibrant, connected community starts right here within our team. We are deeply committed to creating an inclusive, welcoming environment where every staff member, volunteer, and community member feels valued, respected, and heard.

The Center for Active Living is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, honorably discharged veteran or military status, marital status, or any other characteristic protected by federal, state, or local laws. We actively encourage people of all backgrounds, identities, and life experiences to apply—including older adults, individuals with disabilities, and members of historically underrepresented communities.

Need an accommodation? If you need assistance or a reasonable accommodation during the application or interview process, please let us know. We are more than happy to work with you to ensure a welcoming and accessible hiring process.