Administrative Assistant

Who We Are:

“The heart and science of philanthropy” is the intersection of philanthropic passion and data-driven solutions to create lasting change. As the community’s foundation, Seattle Foundation’s mission is to ignite powerful and rewarding philanthropy to make Greater Seattle a stronger, more vibrant community for all.

Position Overview:

The Administrative Assistant position is responsible for assisting the Executive Office with general administrative support related to office administration, staff-wide meetings, and meeting support for Seattle Foundation’s Chief Executive Officer (CEO) and the Board of Trustees. Specific areas of responsibility include the following:

Primary Responsibilities:

Administrative Office & General Meeting Support:

• Lead onsite meeting logistics and support for the Foundation’s Senior Leadership Team, including technology, catering, and room set-up.
• Provide in-person support and logistics for regular staff-wide meetings, events, and retreats, including leading meeting room set-up, seating, and technology, confirming IT support, providing supplies and materials, setting-up catering orders, and post-meeting clean-up.

• Maintain inventory and organization of Executive Office supplies to ensure meeting materials are stocked and ordered promptly.
• Back-up the Office Manager to provide front desk and administrative support as needed, including receiving mail and packages, returning phone calls, receiving guests, coordinating with building maintenance, and ordering and maintaining office supplies.
• Provide administrative support for the ongoing project management of complex, cross-team initiatives, such as meeting follow-up, tracking action items, and scheduling.

Board Support:

• Partner with the Executive Assistant to provide onsite administrative support for the Foundation’s Board of Trustees, including leading meeting room seating and technology, confirming IT support, receiving, setting-up catering orders and post-meeting clean-up.
• Prepare, transport, set-up and clean-up all meeting materials needed for in-person Board meetings and events.
• Visit potential meeting and event locations in advance to ensure venues meet the Foundation’s needs.

Executive Support:

• Provide on-site support and logistics for CEO and EVP appointments and meetings including receiving guests, ensuring the necessary materials are prepared, setting up and cleaning up meeting rooms.
• Receive training to back-up the Executive Assistant to provide support for complex internal and external calendar management, business travel, large-scale meeting planning and coordination, expenses, and special projects for the CEO and Executive Vice President (EVP) as needed.

Minimum Qualifications:

• This position is in-person at Seattle Foundation’s office; must be able to work in-person in downtown Seattle on a regular basis (estimated to be three to four in-person days per week depending on the meeting schedule).
• Must use your own vehicle for work-related meetings, events, and tasks such as gathering and transporting supplies. A valid driver's license and proof of insurance on a reliable car is required.
• Experience providing in-person logistical and technical support for executive level or staff-wide meetings.
• High level of attention to detail with strong organization skills.
• Demonstrated experience with Microsoft Office, Outlook, Word, Excel, PowerPoint, and SharePoint.
• Experience using Zoom and Microsoft Teams meeting software, including meeting set-up and creating/managing breakout rooms.
• Comfort and eagerness to learn various office and other software technologies.
• Strong, proactive communication skills with the ability to consistently communicate clearly, professionally, and effectively and in an engaging and audience-relevant manner.
• Proficient writing skills, with the ability to document workflows, step-by-step procedures, take meeting notes and draft meeting summaries.

• Excellent interpersonal skills and personal maturity; demonstrated experience collaborating effectively and having an ability to engage and influence a wide range of stakeholders.
• Problem-solver with an ability to identify bottlenecks/areas of improvement and to identify and implement resourceful solutions.
• Goal-oriented, proactive self-starter with ability to take direction, then work independently and approach challenges with a high degree of adaptability and creativity.
• Experience fostering teamwork and proven ability to work effectively within a team.
• Positive attitude towards collaboration and ability to contribute to shared goals.
• Unwavering personal and professional integrity with ability to work with highly confidential information.

Preferred Experience:

• Executive calendar and travel arrangement support.
• Logistics support for Board of Directors/Trustees.

Commitment to Diversity, Equity, and Inclusion:

Seattle Foundation envisions a thriving region of shared prosperity, belonging, and justice, where all individuals and communities have equitable access and outcomes, regardless of race, place, or identity. We are committed to advancing racial equity using an intersectional lens, and integrate our diversity, equity, and inclusion efforts into all that we do. We hold ourselves accountable to uphold our organizational values and strive to do better every day.

Physical Demands and Working Conditions:

The work is performed primarily in an office setting. All positions require the capability of working at a PC for extended periods. Team efforts with event support require periods of physical activity involving standing, walking, and moderate lifting. Reasonable accommodation may be made to enable individuals with disabilities to perform the primary functions of the role.

Safety and Health Requirements:

Seattle Foundation places the health and safety of its employees and the communities we serve as our highest priority. To support this priority, we require that all employees be fully vaccinated against COVID-19. Waivers are available for accepted medical and religious exemptions.