Executive Assistant & Operations Coordinator

To Apply

• Please submit cover letter and resume via email to jobs@gaycity.org
• Please use “Executive Assistant - Your name” in the subject line

Our Vision

Seattle’s LGBTQ+ Center is the definitive hub for LGBTQ+ individuals seeking affirming and responsive resources, wellness, and community.

Our Mission

Seattle’s LGBTQ+ Center cultivates access and connections to promote self-determination, liberation and joy in our communities.

Position Summary

We are seeking a dynamic and organized individual to join our team as an Executive Assistant and Operations Coordinator. In this role, you will provide high-level administrative support to our Executive Director while also managing day-to-day operations to ensure smooth and efficient business processes.

Duties and Responsibilities

Executive Assistant

• Provide comprehensive administrative support to the Executive Director, including managing calendars, email inbox, scheduling meetings, and making travel arrangements. Proactively looks for ways to improve the weekly and monthly calendars for the ED.
• Oversee and manage daily operations, including office management, vendor relationships, and inventory management.
• Serve as backend support external communications with Executive Director, including answering phones, drafting responses to emails, managing inbox, and handling inquiries.
• Maintain confidentiality while navigating high-volume, high-urgency requests.

Facilities

• Serve as the primary contact for external groups and organizations that would like to do room rentals.
• Execute facility rental agreements and scheduling.
• Keep all marketing signage up-to-date within the facility.
• Ensure all Center facilities are safe, clean, organized, and prepared for users/renters—especially outside of regular Center hours.
• Coordinate with custodial staff, landlords, and maintenance contractors for any significant building repair and/or improvement projects at Center facilities.
• Coordinate IT support contractor relationship to ensure computer networking systems, internet access, telephone, printers and other technology systems to support agency programs and activities are maintained and functioning.
• Secure and manage the inventory of all agency technology including computers, printers, and mobile devices.

New Hire Onboarding

• Act as primary contact with IT support contractor to make sure all necessary technology is set up ahead of new hire first day.
• Print and prepare all onboarding paperwork on new hires’ first day of employment for hiring managers

Qualifications (required)

• Strong organizational and time-management skills, with the ability to prioritize tasks effectively.
• Excellent customer service skills
• Working knowledge of Microsoft Suite (Word, Excel, PowerPoint) and Google Suite (Sheets, Docs, Drive)
• Familiar with common office equipment (printer, copier)
• Connection to community partner organizations
• Previous experience in de-escalation or a willingness to learn
• Experience with communities members in crisis

Qualifications (required)

• A demonstrated commitment to our mission, vision and values.
• Experience working with transgender/gender nonconforming (T/GNC), lesbian/gay/bisexual/queer (LGBQ) communities, youth communities, and their intersections.
• General knowledge of barriers that impact BIPOC, T/GNC, LGBQ, youth communities, and their intersections.
• Ability to speak, read, and write in English.
• Knowledge of and experience with best practices with public speaking, audience participant engagement, and change-making training methodologies.
• Familiarity and experience with Google Suite: Google Calendar, Drive, Docs, etc.
• First-hand experience in and with:
• working with folks of different abilities and neurodiversities.
• supporting and working with people navigating trauma and/or who are actively in crisis.
• communicating with collaborators with varying perspectives and interests.
• participating in coalitions and community collaborations.
• managing database systems.
• managing larger projects that span multiple months.
• planning and facilitating regularly occurring community engagement events.
• using Microsoft Office products, Google suite, and basic data entry tools.

Desired Qualifications

• Ability to provide training/technical assistance remotely; experience with coordinating webinar logistical support.
• Working understanding of the health disparities that disproportionately impacts BIPOC, T/GNC, LGBQ, youth communities, and their intersections.
• Experience working with state, county, local elected officials, and their staffers.
• Working understanding of motivational interviewing and the value of the practice.
• Experience creating, organizing and maintaining systems in a fast-paced work environment.
• Work or volunteer experience with a “by and for” organization.