Executive Assistant and Office Manager (PNW)

Philanthropy Northwest; Seattle (WA); On-site; USD 50,000 - 55,000; Full time

Job summary

Philanthropy Northwest, a nonprofit philanthropy network serving the Northwest, seeks an energetic Executive Assistant and Office Manager to support the CEO and oversee the office. You will manage calendars, travel, board logistics, and day-to-day operations, ensuring a professional, well-organized environment that reflects our commitment to equity, collaboration, and service.

This full-time role offers comprehensive benefits and a chance to contribute to a regional network that values learning,

Qualifications

• Minimum five years of administrative experience, supporting executives preferred, in nonprofits or mission-based organizations.
• Experience working with board members and developing meeting agendas.
• Experience managing day-to-day office operations with strong technology aptitude.

Responsibilities

• Provide executive support to the CEO, including calendar management, travel planning and expense reconciliation.
• Coordinate board meeting logistics and prepare materials and minutes.
• Oversee day-to-day office operations and facilities, including reception, supplies and equipment maintenance.
• Support enterprise-wide activities, staff meetings and development initiatives.

Skills

Executive support

Board liaison

Office management

Communication

Tools

AV equipment

Conference room tech

Job description

Executive Assistant and Office Manager (PNW)

Posted on January 02, 2018

Philanthropy Northwest is the philanthropy network for Alaska, Idaho, Montana, Oregon, Washington and Wyoming. We envision vibrant, healthy Northwest communities – each with its own unique history, culture and traditions – connected to the natural environment and facing the future with optimism. Founded in 1976, we partner with family funds, foundations and corporate giving programs through professional development, networking, research, publications, public policy work and consulting.

Our work includes three core programs: 1) The Learning Network, a regional community providing opportunities for emerging and established philanthropy leaders to connect, learn and grow; 2) The Giving Practice, a national consulting team bringing customized solutions, deep regional relationships and national expertise to support organizations navigating philanthropy’s changing landscape; 3) An incubation platform for innovative philanthropic projects, including: Cascadia Foodshed Financing Project and Community Democracy Workshop.

Our Culture

• We elevate the field of philanthropy by identifying opportunities, taking smart risks, challenging our assumptions, experimenting creatively, listening actively, engaging in deep conversations and learning through action and reflection.
• Strong relationships power our work at every level; we build them with care and nurture them attentively.
• We embrace and encourage diversity, equity and inclusion in our community and continuously seek to bring new perspectives into our organization and our networks.
• We are a learning organization that invests in supporting the ongoing growth of our individuals, our team and our community.
• We value high quality work that is grounded in deep mutual respect, healthy work/life balance, clear communication, humor and joy.

The Job

We seek an energetic and motivated professional to provide superior executive support to the CEO, and serve as the board liaison, ensuring that the collective experience of the board and individual board members are consistently and professionally stewarded. This position will also manage the Philanthropy Northwest office by ensuring our work space is organized and day to day office operations are running smoothly.

Primary Duties and Responsibilities

Executive Services

• Work closely with the CEO to provide executive support, including: calendar management, travel planning and coordination, meeting scheduling, expense reconciliation, and other administrative tasks.
• Represent the CEO’s views and goals in all correspondence and conversations with the community and membership.
• Coordinate special projects as assigned.

Board Liaison

• Partner with the CEO and board chair on developing annual board meeting agendas and activities.
• Manage and coordinate all board meeting logistics, including quarterly board reports and materials, meeting dates and locations, day of logistics, and meeting minutes.
• Ongoing review of governance documents including bylaws, board policies, annual evaluation, board donations, and member status.
• Coordinate and staff the executive and nominating and governance committees, create agendas, coordinate meetings, and take meeting minutes.

Office Management

• Manage day to day operations of the Philanthropy Northwest office, including greeting office visitors, checking mail, and answering the general phone lines.
• Manage office supply inventory.
• Ensure operation of equipment by completing preventive maintenance requirements, troubleshooting malfunctions, calling for repairs, and evaluating new equipment.
• Manage the conference rooms and coordinate usage with internal and external groups.
• Develop and execute office procedures and protocols.
• Manage the office kitchen, including maintaining inventory.
• Support employees with technical assistance as it relates to AV in the conference rooms.

Other

• Engage in enterprise wide activities and team building, including staff meetings, peer coaching, learning and development, staff committees, and other events.

A Successful Candidate Will Be

• An excellent communicator, verbal and written, and able to communicate diplomatically on behalf of the CEO and organization.
• An active listener who proactively anticipates needs and activities.
• Extremely organized and able to track and manage multiple priorities in a fast-paced environment with a keen eye for detail.
• Savvy with technology and able to confidently troubleshoot multiple office machines and technology platforms.
• Able to thrive in autonomy and make sound decisions with minimal supervision.
• A collaborative team player who sees themselves as a partner to the CEO and other staff.
• A learner with a growth mindset who works with curiosity, optimism, joy, and is solutions-oriented.

Preferred Qualifications

• A minimum of five years of administrative experience, supporting executives preferred, in nonprofits, philanthropic foundations or mission-based organizations.
• Experience working with board members and developing meeting agendas.
• Experience with event management from design to execution.
• Experience managing day to day office operations.
• Advanced skills with technology and comfort with trouble‑shooting technical fixes.
• Superior written and verbal communication skills, including: ability to communicate complex ideas or strategies in a clear and concise manner and excellent writing and editing skills.
• Exceptional interpersonal skills and demonstrated ability to work effectively and respectfully with politically, ideologically, culturally and geographically diverse people and communities.
• Experience with advancing social justice and racial equity in organizations and/or communities.
• Interested in learning and developing, and being coached and coaching others to be successful.
• Comfort with ambiguity, flexibility and adapting to shifting priorities and plans.

Salary and Benefits

The annual compensation for this full-time (40 hours/week) position includes a package of benefits consisting of medical, dental, pre-tax savings accounts for medical/transportation/childcare, fixed retirement contribution by employer (6% of salary), professional development, and flexible schedule. Salary range is $50,000 – $55,000 depending on experience.

Philanthropy Northwest is an equal opportunity employer. We value and encourage our employees’ differences in age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status and other characteristics.