Executive Assistant to CEO & Board | In-Office + Remote

Downtown Seattle Association; Seattle (WA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Remote workdays

Employer 401(k) with up to 5% match

Paid vacation

Sick leave

Paid holidays

Medical/Dental/Vision coverage

Life Insurance

Long-Term Disability

ORCA transit card

Job summary

The Downtown Seattle Association (DSA) is seeking a highly organized Executive Assistant to provide high-level administrative support to the President & CEO and the Executive Office, and operational support to the organization.

Working closely with the Chief of Staff, this role will manage complex scheduling, travel, meetings, and communications, while serving as a professional contact for board members and community partners. The position is in-office with a comprehensive benefits package.

Qualifications

• Minimum of 5 years of progressively responsible administrative, executive support or related professional experience.
• Demonstrated experience supporting senior executives or organizational leaders.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Excellent attention to detail and commitment to accuracy.
• Demonstrated ability to exercise sound judgment, discretion and confidentiality.
• Ability to anticipate needs, solve problems independently and take initiative.
• Strong interpersonal skills and ability to work effectively with executives, board members, staff and external stakeholders.
• Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel and PowerPoint.
• Ability to adapt quickly as priorities and schedules change.

Responsibilities

• Manage the President & CEO’s complex and dynamic calendar, including scheduling, prioritizing meetings and resolving conflicts.
• Coordinate internal and external meetings involving DSA leadership, board members, public officials, business and community leaders, members and other key stakeholders.
• Ensure the President & CEO is prepared for meetings and engagements by assembling agendas, background information, briefing materials and other relevant documents.
• Anticipate scheduling, logistical and information needs and proactively address issues before they arise.
• Manage travel arrangements, itineraries, registrations and related logistics for the President & CEO.
• Prepare and process expense reports, invoices and other administrative documentation.
• Draft, proofread and format presentations, meeting materials and other documents.
• Manage incoming requests and communications for the executive office and help determine appropriate routing and follow-up.
• Partner closely with the Chief of Staff to support the effective operation of the executive office and advancement of organizational priorities.
• Maintain systems for tracking executive commitments, decisions, deadlines and follow-up items.
• Help ensure action items and commitments arising from meetings are documented, communicated and completed.
• Support preparation for meetings with external stakeholders and ensure appropriate follow-up.
• Identify opportunities to improve administrative systems, workflows and processes within the executive office.
• Provide administrative and logistical support for DSA Board of Directors, Executive Committee and other governance meetings in partnership with the Chief of Staff.
• Coordinate meeting schedules, invitations, materials, room logistics and technology.
• Assist with preparation and distribution of board and committee meeting materials.
• Maintain accurate board and committee contact information, calendars and governance records.
• Support board member communications, onboarding, events and other engagement activities.
• Maintain confidentiality of board and executive-level discussions and materials.
• Coordinate logistics for executive-level meetings, receptions, events and stakeholder engagements.
• Serve as a professional and welcoming point of contact for DSA board members, members, partners, elected officials and community stakeholders interacting with the executive office.
• Coordinate meeting rooms, technology, catering and other logistical needs.
• Work across DSA departments to ensure the President & CEO has appropriate information and materials for organizational events, meetings and external engagements.
• Maintain organized electronic files and records for the executive office in accordance with organizational policies and record-retention requirements.
• Handle confidential and sensitive information with a high degree of professionalism and discretion.
• Assist with special projects and organizational initiatives as assigned.
• Provide occasional administrative support to other members of the senior leadership team when aligned with executive office priorities.
• Assist with internal events and meetings (all staff meetings, employee recognition events, etc).
• Establish office cleaning standards and methods.
• Ensure staff adheres to standards.
• Triage incoming requests from vendors, staff and stakeholders.
• Perform other duties as assigned.

Skills

Organizational skills

Communication skills

Discretion and confidentiality

Tools

Microsoft 365 Suite

Job description

The Downtown Seattle Association (DSA) is seeking a highly organized Executive Assistant to provide high-level administrative support to the President & CEO and the Executive Office, and operational support to the organization.

Working closely with the Chief of Staff, this role will manage complex scheduling, travel, meetings, and communications, while serving as a professional contact for board members and community partners. The position is in-office with a comprehensive benefits package.