Executive Administrative Assistant-Full Time
Amara is committed to positive long-term outcomes for children and families. We drive systemic change, promote healing, and advance racial and LGBTQIA+ equity by offering programs and services to families engaged with foster care and to adoptees and families, post-adoption.
At Amara, we believe that a supportive, equitable and inclusive workplace, where everyone feels valued, trusted, and nurtured, is key to shaping organizational culture and investing in underrepresented communities. Amara believes that a diverse workforce and inclusive workplace enhances our ability to fulfill our mission. We strongly invite candidates from diverse backgrounds, including communities of color, the LGBTQ+ community, veterans, and people with disabilities to apply.
The Executive Administrative Assistant provides support in a one-on-one working relationship with the Chief Executive Officer (CEO) or other executive directors. The Executive Administrative Assistant will perform, coordinate, and oversee administrative duties while providing an extensive level of support to include managing day to day workflow, prioritizing projects, scheduling, contact management, preparing materials for meetings, and participating in a wide range of special projects. This role will enable the CEO (& other executive directors) to work more efficiently and effectively towards reaching the organizations growth goals.
The ideal candidate is passionate about Amara’s mission, vision, and values. They will have strong interpersonal and administrative skills with outstanding attention to details, enjoy working to improve processes and be the liaison between the finance, development, and program teams.
If you are energized by the Amara mission and ready to contribute your expertise in helping us continue another 100 years on creating and following through on ambitious plans in service to improving children’s well-being, we would love to hear from you.
The Executive Administrative Assistant reports to the Chief Executive Officer and works closely with the Administration, Development, and Program teams. Responsibilities may include, but are not limited to, the following:
- Coordinates an active calendar of appointments; completing expense reports, composing, and preparing correspondence that is occasionally confidential in nature.
- Provides “gatekeeper” role, creating win-win situations for direct access to the CEO’s time and attention.
- Maintaining day-to-day and long-term management of ongoing meetings, projects, and priorities. Develops and prepares agendas for all-staff and other meetings.
- Schedule all meetings and travel, including prioritizing meetings and communicating all relevant details to participants in advance.
- Answering calls and handling inquiries on behalf of the CEO. Passing on detailed messages to other staff as needed.
- Balance conflicting priorities to manage workflow, ensure the completion of essential projects and meet critical demands.
- Ensuring CEO is informed/prepared for upcoming commitments & appointments by gathering materials necessary for each meeting.
- Conduct, compile, and present research on various topics at CEO’s discretion.
- Communicates directly and on behalf of the CEO with donors, staff and others on matters related to CEO’s initiatives as directed.
- Provides a bridge for smooth communication between the CEO and internal departments. Acts as a barometer, having a sense for the issues taking place in the work environment and keeping the CEO updated as issues arise.
- Serve as the first point of contact for a wide variety of high-level relationships between CEO and external contacts.
- Facilitate, build, and monitor relationships including tracking contacts in a database and managing follow-up.
- Draft and edit correspondence, reports, and presentations, and take and distribute meeting notes.
- Coordinate and manage special projects, including working collaboratively with staff to assure projects meet deadlines.
- Administrative support as liaison between CEO and Amara’s Board of Directors. Duties include board meeting scheduling, creating agendas, preparing meeting packets and taking minutes as needed.
- Takes on tasks to support the work of Amara’s programs, operations, and overall mission.
- Maintain discretion and confidentiality in relationships.
- Work as a member of the team, providing back-up support for other executives and co-workers when appropriate.
- Maintain a professional and positive working relationship with clients, vendors, volunteers, donors, and fellow staff
- High school diploma or GED required. Associates or bachelor’s degree in non-profit management, business, or related field strongly desired.
- 1-3 years of directly related experience required.
- Flexibility to work varied hours which may include early morning and evening appointments.
- Excellent verbal and written communication skills.
- Excellent organizational skills and attention to detail.
- Excellent time management skills with a proven ability to meet deadlines.
- Ability to function well in a high-paced and at times stressful environment.
- Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
- Extremely proficient with full Microsoft Office Suite and telecommuting technologies (i.e., Zoom) with the ability to learn new or updated software as needed.
- Ability to multitask and initiative to take assigned tasks to the next level
- High energy and demonstrated ability to problem solve
Salary and Benefits
Annual salary range of $55,000-65,000 DOE. Generous personal leave and benefits package, including paid time off, paid sabbatical, health, vision and dental insurance, 401k with a company match, life, and disability insurance.
Criminal Background Check
Because this position has access to confidential client, employee, or financial information OR direct interaction with children, any final candidate hired into this position must successfully pass a criminal background check performed by the State of Washington. Any job offer is contingent on successfully passing this background check. A list of disqualifying convictions for this position is available at https://www.dshs.wa.gov/sites/default/files/bccu/documents/Secretary%E2%80%99sCrimesListforALLPrograms.pdf
Amara requires that all employees be fully vaccinated against COVID-19. This requirement is designed to prioritize the safety of the children and families we serve. Exemptions may be sought only for documented medical or religious accommodations.
To express your interest in this position, please submit your resume and a one-page cover letter indicating why this position is the right opportunity for you in Smart Recruiters. https://smrtr.io/7gN5w
Resumes submitted without a cover letter will not be considered.