Senior Executive Assistant

THIS OPPORTUNITY

The Senior Executive Assistant reports to the WSOS Executive Director and is a member of the Operations team. The top accountabilities for this role are to manage essential operations of the WSOS office and team to maximize organizational effectiveness and each staff member’s ability to achieve our mission. The top responsibilities for this role include: 1) handling core admin support for the ED 2) providing clerical support for executive-level Board of Directors, Finance & Investment Committee, and WSOS Foundation meetings and members; 3) overseeing the efficient functioning of the WSOS office space in the Mt. Baker neighborhood of Seattle, WA; 4) leading a wide variety of administrative and office management tasks; and 5) performing sophisticated calendar management and support to the Senior Leadership team as needed. To excel in this role, the Senior Executive Assistant will be a self-starting, detail-oriented professional with a penchant for performing tasks efficiently, accurately, and independently. The ideal candidate has exceptional organizational skills and both the competence and confidence to act with little or no supervision. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with the highest level of professionalism and confidentiality.

The main WSOS office is in Seattle’s Mt. Baker neighborhood. Most staff work on a hybrid schedule, generally working from the WSOS office two days per week. This role is to generally work from the WSOS office three days per week in light of their on-site support duties.

Key Responsibilities and Accountabilities

• Provides comprehensive support to the Executive Director by managing communications and correspondence, overseeing calendar and task management, ensuring the ED is prepared for meetings and events, arranging travel and financial processes, and serving as the main contact for staff, board, and external partners, including donor outreach.
• Manage the office space including maintaining processes and systems to support a hybrid work environment; providing hospitality and maintaining a welcoming environment via phone and at the front desk; managing office administrative tasks such as monitoring the mail and coordinating cleaning services as needed.
• Act as liaison to C-suite executives serving on the Board of Directors, Finance & Investment Committee and WSOS Foundation, including handling administrative logistics for meetings (scheduling, compiling and distributing materials, recording meeting minutes) and other projects.
• Lead a broad variety of administrative tasks including assisting with special projects; designing and compiling complex documents; supporting colleagues with following policies & procedures; executing culture-building activities.
• Own and support complex, cross‑functional projects — plan, prioritize, coordinate stakeholders, and enforce timelines to ensure on‑time completion of all tasks and milestones.

We share our preferred qualifications to help candidates understand the experience, knowledge, skills, and abilities we expect the ideal candidate to bring. If you feel you would be a strong fit for the role but do not meet every one of these criteria, we highly encourage you to apply.

Benefits

• Health, dental, vision, and prescription coverage where employer pays 100% of the employee portion; long-term disability, short-term disability, and life insurance.
• Support for setting up and optimizing home office ($500 to set up a home office plus $35 per month thereafter; $65 per month cell phone stipend).
• Comprehensive employee recognition program including performance-based and extenuating circumstances awards available.
• Generous paid time off (PTO) and holidays.
• 401(k) with employer match up to 4%.