Executive Assistant at Cocoon House

Everett, Washington, United States -

Full Time

Start Date

Immediate

Expiry Date

18 May, 26

Salary

63000.0

Posted On

17 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Time Management, Attention To Detail, Discretion, Professionalism, Calendar Management, Inbox Management, Scheduling, Action Item Tracking, Meeting Coordination, Presentation Creation, Travel Coordination, Expense Tracking, Confidentiality, Microsoft Office Proficiency, Verbal Communication, Written Communication

Industry

Non-profit Organizations

Description

Description The Executive Assistant is a key support to the VP/CPO and, occasionally, the CEO, providing essential administrative support. The position proactively optimizes the VP/CPO and CEO’s schedule to organize their days and prioritize their time for executive-level, strategic work. The Executive Assistant will need strong time management skills, attention to detail, and a high level of discretion and professionalism in handling confidential information will be required. This role will be managing multiple duties and concurrent requests with varying deadlines. Cocoon House is committed to continually growing in our equity, diversity, and inclusion journey, and candidates with lived experience or who identify as BIPOC and/or LGBTQ+ are strongly encouraged to apply! We will also provide reasonable accommodation to qualified persons with disabilities upon request. Executive Assistant Duties & Responsibilities: Full-Time 40 hrs/week | On-site Salary: $60,000-$63,000 DOE This position is typically a 9am-5pm work schedule with required evening flexibility as needed for community events. Comprehensive administrative support for the assigned Executive, including calendar and inbox management, scheduling, and organizing daily work priorities Track action items and deadlines to ensure timely completion of commitments Coordinate all aspects of the Executive’s meetings and appointments, including booking spaces, preparing and distributing materials to attendees, taking notes, and conducting appropriate follow-up support Attend meetings on behalf of the Executive and provide debrief and follow-up support as needed. These meetings include internal and external partner meetings. Support planning and execution of team events, leadership meetings, retreats, and partner site-visits Assist with creation of presentation materials, spreadsheets, and various other documents Book and coordinate travel arrangements for the Executive occasionally Board of Directors administrative support Coordinate all aspects of monthly recurring and ad-hoc meetings, including preparing and distributing necessary materials, managing communications, and conducting appropriate follow-up support Manage purchasing and detailed expense tracking to appropriately allocate Other duties as assigned Benefits: Medical, Dental, and Vision health options with employer contribution Multilingual pay stipend 403(b) retirement plan 21 days of PTO accrued in first year 10 agency-recognized holidays Paid training & testing: CPR/first aid, food handler's permit, blood borne pathogens, abuse awareness, TB testing, and additional in-depth practical trainings Requirements Skills needed to be successful in this role: 2-4 years of high-level executive support in a fast-paced environment. Maintains confidentiality and acts with discretion Proficiency with Microsoft Office: Outlook, Excel, Word, PowerPoint, Teams/Sharepoint Strong verbal and written communication skills are vital to this position. Professionalism and commitment to Agency values required. Demonstrable skills in multiple calendar scheduling and maintenance. Ability to be proactive and step into multiple teams as needs arise. Self-starter and skills in qualitative problem solving and emotional intelligence skills needed. Willingness and ability to work on multiple projects simultaneously and maintain quality of product. Proven skills in project management, attention to detail, and deadline compliance required. General: High school diploma/GED or high school equivalency Must be 21 years of age or older DCYF background clearance Acceptable driver's abstract with no more than 2 violations within last 3 years Possess a valid driver's license, auto insurance, and reliable transportation Physical: Ability to effectively communicate with all internal and external clients Be able to hear voices and alarms. Ability to read and comprehend a variety of materials Ability to operate phone, computer, and record information for files and logs Must be able to lift up to 50 Ibs Must have ability to run up and down indoor and outdoor stairwells in case of youth emergency. Go up and down stairs

Responsibilities

The Executive Assistant provides key administrative support to the VP/CPO and occasionally the CEO, focusing on optimizing schedules to prioritize strategic work. Core duties include comprehensive administrative support, managing calendars and inboxes, coordinating meetings, tracking action items, and assisting with event planning and travel arrangements.