POSITION OVERVIEW:

The Executive and Operations Assistant develops and implements policies and procedures, coordinates team activities, manages shared use of the 255-acre site by various programs, and oversees day-to-day general administration for the organization across departments and functions. The Executive and Operations Assistant serves as the Executive Assistant and provides administrative support to the IslandWood team. The Executive and Operations Assistant utilizes a broad variety of skills and must be highly proficient in collaboration, organization, time management, problem resolution, multi-tasking and be experienced in the more advanced features of the Microsoft Office Suite of products.
Job Title: Executive and Operations Assistant
Job Type: Full-time, Hourly/Non-exempt
Department: Operation
Reports To: Operations Lead
Work Schedule: Monday to Friday - 8:30am to 5:00pm
Job Location: Bainbridge Island Campus
Pay Range: $26.50 to 31.25 per hour

QUALIFICATIONS

• Ability to be onsite at Bainbridge Island campus
• Bachelor’s degree in business administration, communications, or related field or equivalent experience.
• Minimum 3–5 years of experience supporting senior executives, preferably at the C-suite level.
• Exceptional organizational skills with the ability to manage multiple priorities and perspectives and meet tight deadlines.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams/ Sharepoint); comfortable with virtual meeting platforms such as Zoom and Teams.
• Strong written and verbal communication skills, with the ability to produce clear, concise, and professional correspondence.
• Proven discretion in handling sensitive and confidential information.
• Adept at anticipating needs, proactively solving problems, collaborating, improving processes and taking initiative with minimal direction.
• Professional presence with the ability to interact confidently with executives, clients, and stakeholders.
• Flexible and adaptable in a fast-paced, evolving environment while being a steady, level-headed presence, able to diffuse tension and maintain a calm, solutions-focused environment
• Model IslandWood’s core values while actively advancing our strategic plan, broadening our mission’s reach and impact, and fostering equity, diversity, and inclusion in the workplace.
• Must be able to comply with and maintain a drug-free work environment.
• Must pass child safety screening procedure, post-offer.
  IslandWood is an Equal Opportunity Employer and welcomes applications from qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, pregnancy, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws. We encourage diverse applicants because we believe having a staff that authentically reflects the community we serve is critical to our ability to be culturally responsive

EXECUTIVE ADMINISTRATIVE SUPPORT RESPONSIBILITIES:

• Meets regularly with CEO and COO to track and coordinate projects and work activities
• Manages calendars
• Coordinates board meetings, prepares board meeting materials including annual board retreat packet, attends bi-monthly board meetings (Seattle/virtual), and compiles board meeting minutes.
• Provides Board Committee Chair and Liaison support
• Manages board and board committee calendars and documents.
• Communicate regularly with board and board committee members.
• Handles sensitive information that requires a high level of discretion and confidentiality.
• Performs other administrative duties as assigned by CEO/ COO

ADMINISTRATIVE OPERATIONS RESPONSIBILITIES:

• Cross-departmental Team Coordination:
• Oversees safety programs. Prepares for and conducts monthly safety committee meetings and ensures delivery is accomplished
• Prepares for and conducts weekly Operations meetings during which delivery of all events and programs are
• Provides other cross departmental coordination
• General Administration: Responsible for internal administrative services that promote the smooth operation of the office including:
• Supervises the day-to-day administrative operations of the organization
• With Operations leader, co-manages the organization’s shared information posted on the intranet.
• Takes initiative to identify and implement process improvements
• Receives visitors to Welcome Center. Train and manage front desk volunteers. Works with Volunteer Manager to schedule front desk volunteers.
• Books internal programs, events, and meetings in event management software. Works with staff to coordinate pre-event processes including function sheets, catering, room setups, audio-visual, etc
• Manages short/long-term file storage and IslandWood property checkout.
• Compiles monthly staff meeting agenda.
• Oversees vehicle policies and checkout procedures.
• Other duties and special projects as assigned by Operations leader