Executive Assistant at Mary's Place

Seattle, Washington, United States -

Full Time

Start Date

Immediate

Expiry Date

24 Jun, 26

Salary

90000.0

Posted On

26 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Administrative Support, Board of Directors Support, Scheduling, Meeting Coordination, Correspondence Management, Document Management, Confidentiality, Problem-Solving, Adaptability, Communication, Discretion, Microsoft Office, SharePoint, PowerPoint, Teams

Industry

Individual and Family Services

Description

Description We’re Hiring an Executive Assistant to the CEO Mary’s Place is seeking an experienced Executive Assistant (EA) to provide high-trust, executive-level administrative support to the CEO, with a primary focus on calendar management, day-to-day flow of executive work, and administrative support for the Board of Directors. This role is critical in enabling the CEO to maximize time, effectiveness, and external impact while maintaining smooth internal operations. The EA is part of a three-person team including the CEO, Chief of Staff, and EA. The ideal candidate is proactive without overstepping role boundaries, highly organized, discreet, and comfortable in a fast-paced, high-expectations environment. We are seeking someone who is highly adaptable and thrives when problem-solving. The EA actively engages in Mary’s Place racial equity work–striving for racially equitable outcomes and taking responsibility for creating, maintaining, and affirming communities for people of color, immigrants, and refugees, trans and gender-non-conforming people, and other populations who routinely encounter systemic oppressions. This is a non-supervisory position reporting to the CEO. The EA works onsite at Mary’s Place main administrative offices in South Lake Union and is required to attend meetings and events at other Mary’s Place and community locations. The position is expected to be fully onsite during the initial evaluation period and may be eligible for one or two remote days thereafter. This is a full-time salaried exempt position that may occasionally require flexibility to work some weekends, evenings, and holidays. The salary for this position starts at $85,000-$90,000, DOE. Location: In-office during initial alignment period; hybrid eligible thereafter. Key Administrative Responsibilities Scheduling and Meeting Coordination Actively manages the CEO’s daily flow by aligning her calendar with identified priorities, protecting focus time, and supporting smooth transitions between meetings. Schedules and coordinates internal and external meetings, events, and speaking engagements involving the CEO, gently enforcing established protocols and priorities for her time as needed. Maintains annual calendar and invitations for Mary’s Place Board of Directors, Committees, and Mary’s Place senior and extended leadership team. Proactively identifies, requests, and organizes agendas, background materials, and logistics to ensure the CEO is fully prepared for all meetings, events, and speaking engagements. Maintains contact lists, meeting and catering resources, dietary preferences, and other logistical details to support the CEO’s meetings and events. Arranges occasional travel for the CEO. Communications, Correspondence, and Document Management Communicates professionally, effectively, and promptly with a wide variety of constituents, including board members, elected officials, donors, community partners, Mary’s Place leaders, vendors, and other administrative professionals. Supports the CEO’s response to time-sensitive correspondence and requests, including drafting and routing documents with discretion and accuracy, researching context, and documenting external interactions. Provides administrative support for Board operations, including board packets, minutes, rosters, onboarding materials, and upkeep of the Board portal. Provides limited administrative support to Board Committees, including scheduling meetings and taking minutes as needed. Routes documents for executive review and approval, including contracts, agreements, internal communications, and donor correspondence. Maintains highly organized records, shared drives, and administrative systems. Upholds a strict level of confidentiality Other Responsibilities Anticipates the CEO’s needs and ensures consistent communication. Establishes and maintains effective relationships and boundaries. Maintains an organized work environment. Promotes a supportive and constructive workplace culture, and performs essential administrative duties as needed Tracks expenses and invoices, monitors budgets, and submits expense reports on behalf of the CEO. Provides backup coverage for the front desk, assisting non-administrative staff, guests, clients, and community members. Provides administrative support for leadership recruitment processes. Other duties as assigned, including evenings or weekends. Requirements Skills/Qualifications Required AA/bachelor’s degree or equivalent experience At least three years of executive-level administrative support (CEO or C-suite preferred) Exceptional calendar management and prioritization skills Advanced Microsoft Office skills, including PowerPoint, Teams, and SharePoint Able to meet deadlines in a fast-paced, rapidly changing environment with high attention to detail and independent judgment Demonstrated ability to be resourceful, problem-solve, and adapt to ambiguity Ability to be proactive without overstepping role boundaries Excellent verbal/written communication skills Proven trustworthiness, discretion, and confidentiality Strong customer service orientation Composed under pressure Strong commitment to Mary’s Place mission and equity commitment; works well with individuals from diverse backgrounds Experience with office equipment Preferred Skills/Qualifications Work experience in a nonprofit environment Experience in startup or growth-stage environments Experience supporting a Board or governing body, including familiarity with Roberts Rules of Order and with board management tools or portals Experience improving administrative systems or shared drives Access to personal vehicle to support external meetings and events Physical Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Ability to converse with and listen to people in many different settings Ability to use a computer and telephone, as well as other standard office equipment Frequently required to stand, walk, use fingers, hands, and arms Ability to occasionally push, pull, lift, and/or carry supplies up to 25 pounds Work takes place in a social services environment where long periods of sitting, working on a computer, walking to various work areas, going up and down stairs, and standing are required Travel to program sites and meetings outside the site and around the county are necessary Ability to work in an environment where there may be animals present, including dogs In compliance with the ADA Amendment Act, should you have a disability that requires assistance and/or reasonable accommodation with the job application process, please contact the Human Resources department. Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment to meet the physical requirements of the position. Mary’s Place will attempt to satisfy requests if the accommodation needed is reasonable, and no undue hardship to Mary’s Place would result. Mary's Place offers the following benefits to full-time staff: Medical and dental insurance with the cost for core employee coverage paid at 100% by the company and competitive family rates Basic Life insurance of $50,000 at no cost to employee; option to buy additional coverage 403(b) plan with 50% employer match on the first 6% employee contribution. Eligible to participate upon hire; eligible for match after first year of employment Unlimited use ORCA pass for a small deduction per pay period Starting at 10 days paid time off (PTO) each calendar year 10 days of sick time each calendar year 10 days of flexible floating holidays each calendar year (accrued 40 hours on Jan. 1 and July 1, and pro-rated during first year) Employee Assistance Program Mary’s Place is an Equal Opportunity Employer. We value a diverse workplace and strongly encourage women, people of color and other underrepresented groups, LGBTQ+ individuals, people with disabilities, foreign-born residents, and veterans to apply. We celebrate diversity and are committed to creating an inclusive environment for all employees. How to Apply Applications accepted until the position is filled. marysplaceseattle.org

Responsibilities

This role provides high-trust, executive-level administrative support to the CEO, focusing primarily on calendar management, managing the day-to-day executive workflow, and providing administrative support for the Board of Directors. Key duties include scheduling, coordinating communications, managing documents, tracking expenses, and supporting board operations.