Operations & Facilities Specialist

This position will provide key administrative and operations support to the Washington Trust’s Seattle offices at the Stimson-Green Mansion and to its staff and programs statewide. Please note: Due to the sensitive nature of the information this role is privy to, a background check will be required.

Primary Responsibilities

• Operations Management (50%)
  • Manage employee benefits and serve as primary contact with HR consultant
  • Manage, update, and train staff on employee handbook and other organizational policies, such as exemption thresholds, overtime, travel policies, etc.
  • Manage all HR-related documentation (offer letters, salary increase letters, etc.)
  • Coordinate staff annual review processes (scheduling, implementing systems/templates, tracking documentation, etc.)
  • Oversee and update compensation philosophy as needed
  • Coordinate logistics for hiring and onboarding new staff
  • Coordinate staff IT needs and serve as primary contact with IT consultant
  • Maintain organizational files and records
  • Maintain internal organizational systems and software
  • Serve as primary liaison with major vendors
  • Manage and schedule staff meetings, retreats, and other gatherings (agendas, accommodations, etc.)
  • Facilitate regular check-ins on and updating of strategic plan and other organizational goals
  • Assist in scheduling for programs/events (e.g., Lobby Day) as needed
• Board Management (10%)
  • Coordinate logistics for board events, including scheduling of board meeting venues, updating webpages, managing RSVPs, etc.
  • Maintain and update board handbook annually
  • Take and maintain board and committee meeting minutes
• Office/Facilities Management (40%)
  • Manage all office and building supplies for Stimson-Green Mansion
  • Serve as primary contact with building cleaners, maintenance, and contractors
  • Manage all maintenance at SGM, including regular/annual tasks, as-needed repairs, and capital projects
  • Serve as primary point of contact for SGM tenants including trainings, regular comms, management of leases, etc.
  • Manage public inquiries via organizational phone and general email

Qualifications

• Commitment to and alignment with organizational mission, values, and work
• Minimum of four years of professional experience with administrative/executive support, operations and office management, or nonprofit administration; experience with HR is a plus
• Experience managing facilities, vendor relationships, and/or organizational operations
• Experience with meeting and event management, particularly related to logistics
• Strong track record of building positive working relationships with colleagues and partners
• Strong written communication skills
• Expert proficiency with Microsoft Office, particularly Outlook, Excel, PowerPoint, and Word; high comfort level with technology
• Exceptional organizational and project management skills, keen attention to detail, customer-service orientation, and proactive problem-solving skills
• Ability to gracefully manage multiple tasks and projects in a fast-paced work environment
• Ability to follow through on commitments to others, meet deadlines, and accept and incorporate direct feedback
• Must be available to work primarily in-person on site at the Stimson-Green Mansion weekdays during regular business hours; occasional travel may be required
• Ability to maintain confidentiality and handle sensitive HR and board information with discretion
• Flexibility and adaptability to dynamic nonprofit environment

Medical, vision, and dental insurance; a retirement program; paid time off, including holidays, vacation, and sick time