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Executive Administrative Assistant to CEO

#17-0511

LOCATION: 5th and Seneca Program Center- 1118 5th Avenue, Seattle, WA

REPORTS TO: Chief Executive Officer

Description: Reporting directly to the CEO, the Executive Administrative Assistant provides executive support in a one-on-one working relationship. The Executive Administrative Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The Executive Administrative Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Administrative Assistant must be creative and enjoy working within a small environment that is mission-driven, results-driven and community-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

This position has a race and social justice component that requires critical thinking through the lens of racism and intersections with poverty. Knowing the core principles of antiracism and grounding the principles in everyday work are required job skills and core values. As an equal-opportunity employer, we highly encourage people of color to apply.


Roles and Responsibilities

Executive Support

  • Completes a broad variety of administrative tasks for the CEO including: managing
    an extremely active calendar of appointments; completing expense reports;
    composing and preparing correspondence that is sometimes confidential; arranging complex and
    detailed travel plans, itineraries, and agendas; and compiling documents for travel-related
    meetings.
  • Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides
    "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time
    and office.
  • Communicates directly, and on behalf of the CEO, with Board members, donors and others, on matters related to CEO's programmatic initiatives.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the
    CEO, including those of a sensitive or confidential nature. Determines appropriate course of
    action, referral, or response.
  • Provides a bridge for smooth communication between the CEO's office and internal
    departments; demonstrating leadership to maintain credibility, trust and support with senior
    management staff.
  • Works closely and effectively with the CEO to keep him/her well informed of upcoming
    commitments and responsibilities, following up appropriately. Acts as a "barometer," having a
    sense for the issues taking place in the environment and keeping the CEO updated.
  • Provides leadership to build relationships crucial to the success of the organization, and
    manages a variety of special projects for the CEO, some of which may have organizational
    impact.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including
    drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the
    CEO's ability to effectively lead the company.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.


Board Support and Liaison

  • Serves as the CEO's administrative liaison to YWCA Seattle|King|Snohomish's board of directors
  • Assists board members with travel arrangements, lodging, and meal planning as needed
  • Maintains discretion and confidentiality in relationships with all board members
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and
    board committee matters, including advance distribution of materials before meetings in
    electronic/paper format.

Senior Management Liaison

  • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
  • Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
  • Facilitates cross-divisional coordination of travel and outreach plans

Communications, Partnerships, and Outreach

  • Ensures that the CEO's bio is kept updated and responds to requests for materials regarding
    the CEO and the organization in general
  • Edits and completes first drafts for written communications to external stake holders

Strategic Initiatives

  • Works with the Strategic Initiatives team in coordinating the CEO's outreach activities
  • Follows up on contacts made by the CEO and supports the cultivation of ongoing
    relationships
  • Edits all, and creates acknowledgement letters from the CEO to donors

QUALIFICATIONS

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly
    with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including
    staff, board members, external partners and donors
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Emotional maturity
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • Proven ability to handle confidential information with discretion, be adaptable to various
    competing demands, and demonstrate the highest level of customer/client service and response
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced
    environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions
  • Experience working in a diverse workplace, including sensitivity to the needs of clients and staff from diverse cultural and economic backgrounds

Education and Experience Requirements

  • Bachelor's degree / 5 years’ experience
  • Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a
    non-profit organization
  • Experience and interest in internal and external communications, partnership development
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social
    Media web platforms.
  • Core Competencies: Fostering Diversity, Race & Social Justice Advocacy, Oral And Written Communication, Collaboration, Crisis Management, Customer Service, Interpersonal Skills, Personal Credibility, Planning & Organizing, Reliability and Specialized Knowledge

 

 

 

PHYSICAL DEMANDS OF JOB: The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Constant use of speech, hearing, and sight abilities in performing job duties
  • Constant repetitive use of hands and wrists and frequent fingering, handling, grasping, and reaching in using computers, telephones, fax machines and other office equipment and supplies
  • Constant sitting often for extended periods while performing desktop activities
  • Occasional standing in performing duties  
  • Frequent lifting and carrying of up to 5 lbs. of paperwork and files
  • Frequently bends and stoops while obtaining files in lower drawers

 

HOURS, RATE, & BENEFITS:

 

  • Competitive Salary DOE. 
  • Full-time, 40hrs/week, Non-Exempt.
  • Excellent benefits package including medical insurance, retirement plan, plus generous vacation, holiday and sick leave plans
  • At the time of hire, employees may choose to voluntarily enroll in the Fidelity 403b Plan. Typically after two years of employment, employees are eligible to participate in the YWCA Retirement Fund.

TO APPLY:  Please submit cover letter and resume including where you found this position to: ntayag@ywcaworks.orgPlease include the job number #17-0511 in the subject line of your email.

CLOSING DATE: This position will remain open until filled.

The YWCA of Seattle • King County • Snohomish County is an equal opportunity employer