Title: Sr. Executive Administrator
Location: Redmond, WA
Work Schedule: Full Time
Compensation: $55k - $60k annually DOE
Benefits: Full benefits eligible including: medical, dental, vision, life insurance, short and long term disability, paid vacation, holiday and sick leave, 401k retirement savings plan with employer matching, employee assistance and employee discount programs
Open: August 2019
Closes: When filled
Qualified candidates are encouraged to submit a resume and cover letter directly on our Hopelink.org Careers page, or copy and paste this link: https://preview.tinyurl.com/Sr-ExecAdminJob
Since 1971, Hopelink has served homeless and low-income families, children, seniors and people with disabilities in the north and east King County, WA. With service centers in Redmond, Bellevue, Kirkland, Shoreline and Sno-Valley (Carnation), we are the largest nonprofit organization in the area. Hopelink programs and services focus on five key areas: food, financial assistance, housing & family development, adult education & employment and transportation/mobility. Programs are aimed at helping people achieve stability, and helping them gain the skills and knowledge they need to exit poverty for good.
This position provides executive-level support to CEO and COO to facilitate roles both externally in the community, as well as internally within the agency. Provides support for Board of Directors, Leadership Council, CEO and COO. Works closely with community members, COO and other members of the Leadership Council to coordinate and manage CEO’s activities.
The ideal candidate will have experience with executive support and will bring excellent interpersonal skills and an ability to maintain positive working relationships with all Hopelink staff, volunteers, Board members, donors, and community members. Problem solving, planning, verbal/written communication, and organization skills are a must for this role.
(Note: Any one position may not include all of the functions nor do the listed functions include all tasks that may be found in positions of this class.)
Collects information from staff and prepares draft CEO report for CEO review each month.
Prepares and communicates agendas, notices, minutes, resolutions, Binder materials, and arranges meeting room, equipment, awards, and meals/refreshments for Board and Board committee meetings.
Collects Board information such as bios, conflict of interest forms, volunteer hour logs.
Attends and supports all Board meetings and Retreats.
Supports CEO with scheduling Leadership Council meetings, reserving rooms, and taking minutes at meetings as needed.
Organizes executive level programs, events, meetings or conferences for CEO and COO by arranging facilities, technology, and caterers, issuing information or invitations, coordinating speakers and controlling event budgets.
Performs complex and confidential administrative functions including report generation, maintenance of information for various spreadsheet files and special projects as assigned.
With input from CEO and COO, prepares and monitors Administration budget, including Board expenses.
Develops, refines, and implements effective office standard operating procedures and processes to ensure the effective flow of work, data, and information. Assists CEO and COO in streamlining and creating efficiencies in regularly occurring Executive Office systems and procedures. Leads process improvement projects as appropriate for administrative processes.
Screens incoming calls and correspondence and responds independently when possible.
Fields complaints for CEO; follows grievance procedure to resolve.
Composes and prepares confidential correspondence, reports and donor/other communications for the CEO’s and COO’s signatures. Facilitates all staff needs for signatures from CEO.
Interfaces with Board officers for needed contacts concerning scheduling and needed signatures.
Acts as initial point of contact for Executive Office. Manages the CEO’s and COO’s calendars and schedules appointments.
Assists in coordinating grant applications and contracts, applications tracking and signature routing and delivery of same to funders.
Arrange travel for CEO and COO and Board Chair including airfare, event registration, hotel, and transportation.
Schedules legislative appointments and organizes and polls various participants for meeting times.
Reconcile credit cards for CEO and COO monthly and prepare monthly mileage reports.
Develops, establishes, and maintains departmental filing and records management system. Keeps CEO’s filing up to date and office presentable and organized. Keeps own office filing up to date and office presentable and organized. Orders general office supplies for administrative office.
Serves as “office manager” for administrative office, including answering building questions from staff, coordinating repairs and changes with facilities manager; scheduling office equipment repairs, ordering supplies, maintaining key database, and ensuring the smooth operations of the administrative office. Disseminates office facility information to appropriate staff as requested.
Supervises the Hopelink Courier.
Opens and distributes mail.
Coordinates meetings with agency’s advocacy committee
Attends trainings when appropriate, reads articles, learns about Hopelink by reading the website and intranet so can be very familiar with Hopelink programs and staff and make appropriate referrals.
Communicates respectfully with people regardless of age, race, gender, religion, color, national origin, marital status, the presence of any physical, sensory, or mental disability, sexual orientation, political ideology, gender identity, military status, genetic information, or any other expression of diversity.
AA or BA degree in social services, business, public administration, or related field, or equivalent combination of education, training, and work experience in a related field, and/or military service.
Experienced in executive support/management including taking and producing meeting minutes.
Highly proficient experience with Outlook, Word, Excel, Visio, and conference call/video/Skype technologies.
Demonstrated experience in establishing effective relationships with Board members, donors, volunteers, fellow employees, managers, community groups and the general public.
Proven experience in setting priorities and managing multiple tasks requiring consistent accuracy.
Strong planning and organizational skills.
Exceptional verbal, written and presentation skills required.
Exercises high degree of discretion with confidential information.
Experienced at assuming responsibilities beyond the basic written job duties.
Ability to problem solve – the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and uses sound judgment.
Interpersonal skills – the individual maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things. Must maintain excellent relationships with Hopelink volunteers, Board members, donors and others in the community as well as staff.
Verbal communication – the individual speaks clearly and persuasively in positive or negative situations.
Written communication – composes business correspondence and standard operating procedures independently.
Planning/organizing – the individual prioritizes and plans work activities and uses time effectively.
Quality control – the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
Adaptability – the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delay or unexpected events. Willing to assist CEO with personal errands to facilitate scheduled activities.
Dependability – the individual is consistently at work on time, follows instructions, responds to management direction and solicits feedback to improve performance.
Safety and security – the individual observes safety and security procedures and uses equipment and materials properly.
Maintains confidentiality of all agency, personnel, donor, and client matters.
The physical demands and work environment described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities who are otherwise qualified, to perform the essential functions.
- Must be able to lift 20 pounds on a semi-regular basis.
- Work involves standing, walking, stooping, keyboarding, talking, reaching, sitting, bending, kneeling, climbing, grasping, hearing, using hands to handle, feel or operate objects, and reaching with hands and arms.
- Vision abilities required by this job include close vision and the ability to adjust focus.
- The noise level in the work environment is usually moderately quiet.
Licenses, Certificates and Other Requirements:
Valid Washington State driver’s license.
Reliable personal transportation.
Proof of current personal automobile liability insurance.
Must pass criminal background check.
We are actively building an environment that welcomes and encourages the involvement and success of all individuals and respects the new possibilities that are created when diverse people, beliefs and values are included.
If you want to join our dynamic team, why not bring your talents and skills to Hopelink? In addition to great staff, we offer a competitive benefit package.
To see all of Hopelink’s open positions, please visit:
Hopelink is an Equal Opportunity Employer committed to workplace diversity.