Executive Assistant, OOP

Socket.dev; Seattle (WA); On-site; USD 76,000 - 80,000; Full time

Benefits offered by this job

Competitive pay

Collaborative culture

Benefits discussion

Job summary

United Way of King County is seeking an experienced Executive Assistant to support the CEO, Senior Director of Internal Strategic Partnerships and Initiatives, and VP of People, Culture & Equity. The role requires strong organizational skills, discretion, and the ability to coordinate high-level volunteers including the board of directors.

The Executive Assistant will handle complex calendars, travel, meeting logistics, and cross-team communications in a fast-paced environment.

Qualifications

• Experience providing executive-level administrative support in a fast-paced environment.
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Responsibilities

• Provides high-level administrative support to the CEO and senior leaders, managing calendars and travel arrangements.
• Coordinates meeting logistics, agendas, minutes, and board-related activities.
• Prepares presentations and materials for leadership and board meetings.
• Maintains files, records, and organizational systems for confidentiality and efficiency.
• Manages expense reports and coordination of special projects.

Skills

Executive support

Calendar management

Travel arrangements

Project coordination

Confidentiality

Strong communication

Time management

Diversity collaboration

Judgment and independence

Education

Bachelor's degree or higher in business/related field

3 years C-suite admin experience

Tools

Microsoft Office Suite (Excel, PowerPoint, Teams)

SharePoint

CRM system

AI/LLM workflows

Job description

At United Way of King County, we are working side by side with communities to build an equitable future for everyone. We believe that having staff, volunteers, and supporters that represent diverse backgrounds will allow us to better accomplish our mission. We continue to work diligently to ensure that the field of philanthropy is welcoming to diverse communities. We strive to have a diverse staff and particularly encourage Black, Indigenous and people of color to apply and be part of our team.

Our culture fosters collaboration, teamwork, open communication, leadership, integrity, and accountability.

Job Summary:

The Executive Assistant for the Office of the President provides collaborative, responsive, and reliable administrative support and coordination to meet team goals and objectives for the Chief Executive Officer (CEO), Senior Director of Internal Strategic Partnerships and Initiatives, and the Vice President of People, Culture & Equity.

The role performs high level administrative functions, prioritizes conflicting needs, problem solves, handles matters expeditiously and proactively, maintains confidentiality, and anticipates needs as they relate to organizational success. The Executive Assistant also provides project management support for special assignments and initiatives and coordinates high-level volunteers including the board of directors.

This position requires an individual who is highly motivated, resourceful, flexible, and possesses a positive attitude; is capable of organizing and prioritizing tasks in a fast-paced environment; is proactive in their approach to problem-solving and has independent decision-making skills. The individual must also be able to manage time and prioritize effectively, having the ability to orchestrate multiple activities at once.

This position is required to be on-site weekdays during business hours and, at times, may require work outside of normal business hours. Extended hours may be required in certain circumstances to meet specific work objectives.

Compensation:

• The hourly rate for this position ranges from $36.54 to $38.46.
• Medical, dental, vision and life insurance
• PTO (including holidays)
• 403(b) retirement savings plan
• Subsidized Transit Pass (Orca Card)
  

Essential Duties:

• Provides primary administrative support for the CEO including maintaining an extremely active calendar, keeping current digital and hardcopy files, and making occasional travel arrangements.
• Provides secondary administrative support to the Senior Director of Internal Strategic Partnerships and Initiatives and to Vice President of People, Culture, & Equity, including scheduling meetings with internal staff and external stakeholders; providing project management support; and handling department correspondence.
• Coordinates and routinely tracks deliverables such as dashboards, scorecards, and logic models; and produces materials to aid in these deliverables.
• Supports the team by preparing meeting agendas and materials, recording meeting minutes; and maintaining active membership records for the Board of Directors, including the Executive and Governance Committees.
• Communicates directly and on behalf of the President and CEO with Board members, donors, external partners, and stakeholders on matters related to the Office of the President and other organizational initiatives.
• Prepares, develops, and executes meeting presentations for All Staff, Leadership Team, Executive Committee, and Board of Directors meetings.
• Coordinates internal and external meeting and event logistics, including setup, take down, catering, and escorting external attending from the building entrance.
• Maintains the Office of the President SharePoint site, board and volunteer records in the organization’s Customer Relationship Management (CRM) system and represents the Office of the President via ongoing organizational technology projects.
• Supports special projects and initiatives assigned by the CEO and the Senior Director of Internal Strategic Partnerships and Initiatives, helping to coordinate the scoping, planning, and management of projects to produce high-quality and timely deliverables.
• Carries out logistical support and coordinates leadership and staff team meetings with agenda setting, taking notes, and following up on action points to enhance effectiveness and decision making.
• Handles expense reports and invoices for the department.
• Performs other duties as assigned.

Knowledge, Skills, and Abilities:

• Demonstrated ability to perform administrative and Executive Assistant functions and complex administrative tasks in an executive office environment, preferably servicing the office of a President or CEO.
• Exceptional business maturity and trustworthiness and demonstrated ability to maintain confidentiality of sensitive information.
• Excellent organizational skills, including effective time management, prioritizing tasks, and an ability to handle multiple activities simultaneously.
• Proven ability to work effectively with diverse staff across teams collaboratively, utilizing strong interpersonal and customer service skills.
• Demonstrated ability to consistently exercise sound judgment and balance working independently with seeking guidance when appropriate.
• Proven ability to communicate effectively, both verbally and in written form, including deep command of grammatical composition and proofreading skills.
• Demonstrated ability to meet deadlines in a fast paced, quickly changing environment.
• Demonstrated ability to maintain a highly organized and efficient work environment.
• Demonstrated ability to remain composed, cool, and calm under the pressure of deadlines.
• Intermediate level proficiency in Microsoft Office Suite, including Excel, PowerPoint, Teams, and SharePoint.
• Intermediate level experience working with and using Artificial Intelligence (AI) and Large Language Model (LLM) to manage workflows and implement projects.
• Nonprofit experience preferred, or minimally an understanding and appreciation for issues related to social justice and equity.
• Demonstrated understanding of social and racial justice and equity, with a proven commitment to apply racial and economic justice lenses in both personal and workplace contexts.
• Lived experience and/or demonstrated professional skills working within a diverse work environment.

Education and/or Experience:

Associate or bachelor’s degree specializing in business, office administration, or related field, or equivalent experience. Three years of office administrative experience at the C-suite level with demonstrated progressive responsibility is required.

Additional Information:

United Way of King County is an exceptional workplace that can provide you with:

• Opportunities to work with smart, passionate, and enthusiastic team members and volunteers.
• Ongoing collaboration with diverse staff and other constituents
• A desirable culture of high-performance expectations and accountability
• Exciting and challenging work
• Opportunities to help solve the community's toughest problems.
• Competitive pay is commensurate with demonstrated successful performance and experience.
• Many other benefits that we are happy to discuss with you.