Senior Executive Assistant

Committee for Children - Seattle, Washington - Full time

Committee for Children is growing, and we’re looking for an experienced senior executive assistant to join our team! In this role, you’ll be responsible for providing a complex and responsible level of organizational, administrative, and project management support to the board of directors, executive director, and chief operating officer. The successful candidate will be highly organized, professional, detail-focused and accurate with strong communication (written/verbal) and relationship building skills.

Primary Responsibilities Include

Board of Directors Support

  • Manage and support CFC’s adherence to board governance procedures and processes
  • Staff the BOD Governance Committee to manage and support meeting planning, note-taking, following action items through to completion, as well as maintaining protocols for meeting/read-ahead timelines, board communications, and other areas of BOD procedural compliance.
  • Support the executive director and chief operating officer in assuring organizational compliance with board-approved policies and procedures, ensuring accurate and timely implementation of board resolutions
  • Develop annual slate of full board and board committee/task force meeting calendars
  • Set up, organize, prepare read-aheads, remote access, set reminders and attend Board of Directors’ meetings; monitor and manage attendance for quorum; take minutes, coordinate meal setup and cleanup support with front office staff.
  • Organize and coordinate calendars for committee and task force meetings as well as board-focused webinars and recorded sessions, keep members and appropriate staff apprised of meeting/webinar times and links to recorded sessions
  • Organize and support adherence to recruiting, onboarding and orientation processes for new board members
  • Maintain board of directors filing and retrieval systems for all resolutions, board actions and meeting minutes
  • Maintain and update board of director’s roster, committee makeup and BOD contact information
  • Manage and maintain the board of directors’ internal SharePoint site, assuring secure access protocols are maintained
  • Provide support for executive leadership team’s work with board committees as needed (meeting logistics, read-ahead documents, reminders, minutes, etc.)

Executive Director and Chief Operating Officer Support

  • Manage executive calendars by planning and scheduling meetings, conferences, and managing travel logistics
  • Communicate with external contacts to set up meetings and follow-up activities related to these meetings
  • Set regular new employee meet-and-greet meetings with COO and ED.
  • Work with COO to coordinate weekly Executive Leadership Team meeting agendas and follow up items
  • Interact with internal and external contacts with initiative and discretion.
  • Coordinate logistics and provide support for internal and external meetings and events for the executive director, chief operating officer, or as requested
  • Coordinate the chief operating officer and executive director’s travel arrangements for domestic and international travel, including pre- and post-travel logistics and invoicing
  • Provide general administrative support such as invoicing, travel reimbursements, etc.
  • Manage staff meeting calendar invitations, prepare agendas, read-aheads, refreshments, etc. in concert with executive leadership team, office manager and IT staff
  • Manage weekly agendas, notes, and follow-up items for Executive Leadership Team meetings.
  • Coordinate timing, location and other logistics of semi-annual off-site long-distance executive leadership team retreats as well as local off-sites for executive team
  • Manage and maintain the executive leadership team’s internal SharePoint site, assuring secure access protocols are maintained
  • Maintain and update executive director’s contact database
  • Design and organize systems for tracking, retrieval, and reporting

Qualifications

Minimum of 7 years of experience as an executive assistant

Minimum of 3 years of experience supporting the duties and responsibilities of a board of directors

3+ years of project coordination and/or event planning experience

Excellent computer skills

Experience using Microsoft Word, PowerPoint, SharePoint, and Outlook

Experience using WebEx, Skype, or other conferencing software

Demonstrated experience maintaining confidentiality in work matters

High school diploma, Bachelor’s degree preferred

Ability to exercise good judgment, decision-making, and discretion and to maintain confidentiality

Ability to nurture professional relationships with internal and external contacts

Highly organized, with a strong attention to detail

Ability to work well independently as well as collaborate effectively with a team

Ability to understand and accurately carry out oral and written instructions and request clarification when needed

Ability to manage projects and complete tasks by meeting timelines and goals

Strong spreadsheet, word processing, database, email, and Internet skills

Good critical thinking and analytical and problem-solving skills

Ability to maintain detailed, accurate records

Strong interpersonal communication and conflict resolution skills

Writes clearly, using correct English grammar, spelling, and punctuation

Ability to organize, prioritize, and accomplish a variety of tasks or demands

Ability to communicate with tact and diplomacy

About Committee for Children

Formed in 1979, Committee for Children is on a mission to ensure that children everywhere can thrive. We are trailblazers, best known for our innovative social-emotional learning programs that help 15 million children each year learn the skills they need to flourish in school and in society. By lifting up children today, we’re helping them create a safe and positive society for the future.

We have excellent employee tenure because we take great care of our most valued assets—our clients and employees. This role will offer some amazing opportunities to add value, contribute, and make a difference while enjoying new challenges, a collaborative and diverse team, professional development opportunities, and work/life balance.

Committee for Children is an Equal Opportunity Employer

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Role

C Level Executive Leadership

Experience Level

Mid Level

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