Overview
Executive Administrative Assistant Jobs in Seattle, WA at Inatai Foundation
Title: Executive Administrative Assistant
Company: Inatai Foundation
Location: Seattle, WA
About UsInatai Foundation is a growing 501(c)(4) philanthropic organization committed to working with communities to shift the balance of power to ensure racial justice and equity across Washington and beyond. We are hiring an Executive Administrative Assistant to join the President’s Office.
Position SummaryThe Executive Administrative Assistant (EA) role is a highly visible position at the Foundation, requiring interaction with a broad range of internal constituents and playing a key role in support of our mission. Reporting to the Senior Executive Assistant to the Board & CEO, the EA provides overall administrative, travel, event planning, hosting, and project support to the CEO and serves as a key liaison for the President’s Office. Professionalism, the ability to cultivate relationships, and flexibility to adapt to the changing needs and priorities of a growing organization are essential.
Serving in a highly visible capacity within the organization, the Executive Assistant (EA) plays a crucial role in providing executive support to the CEO, focusing on strategic time management and relationship-building efforts. The EA will be a key representative of the foundation’s 50-year vision and mission focused on racial justice and equity. This role will ensure values alignment in all communications, decision-making, and daily operations within the President’s Office. The EA will identify and work within both existing and new systems to bring strategic administrative vision, insight, and active engagement, partnering with the CEO and Senior EA to maximize time and resources in support of community power.
This is a full-time, exempt position located at our office in downtown Seattle five days a week. Some early morning, evening, and weekend hours, as well as occasional statewide travel, should be expected.
Primary ResponsibilitiesStrategic Calendar Management and Meeting Preparation
Manage the CEO’s calendar and daily workflow, juggling competing priorities as necessary and making appropriate and informed decisions regarding available time.
Schedule meetings, coordinating all logistics and details, creating meeting agendas, providing relevant preparation materials, and ensuring appropriate follow-up.
Strategically screen, direct, respond to, and prioritize calls and correspondence, facilitating the smooth exchange of information as a first point of contact and liaison for CEO and team members.
Schedule and arrange meetings, compile, and distribute materials, complete any follow-up items and tasks.
Support other President’s Office events and meetings, including quarterly board meetings, investment board meeting retreats, regional convenings, and other travel with CEO.
Travel and Expense Management
Prepare monthly credit card reconciliation and expense reimbursement tracking for CEO
Coordinate complex travel arrangements for the CEO, including air and ground transportation, lodging, meeting logistics, and itinerary preparation
May travel with CEO to ensure seamless administrative and travel support on-site for meetings, convenings, and gatherings.
Offer real-time logistical support and itinerary adjustments during the CEO’s travels, navigating schedule changes that may arise.
Events and Hosting
Lead event planning process for a variety of internal events hosted by the President’s Office, including vendor management, planning logistics, pre- and post-event tasks.
Graciously host…
