Executive Administrative Assistant

Ada Developers Academy (Ada) is a non-profit, tuition-free coding school. Our mission is to prepare women and gender expansive adults to be software developers while advocating for inclusive and equitable work environments. We primarily serve and address the needs of Black, Latine, Indigenous Americans, Native Hawaiian & Pacific Islander, LGBTQIA+, and low-income people. Our tuition-free training program includes a collaborative learning environment, individualized support, and an applied learning internship.

About this position

The Executive Administrative Assistant provides critical administrative support to executive leadership and multiple teams at Ada Developers Academy. Responsibilities include calendar management, scheduling internal and external meetings, coordinating student internship assignments, as well as supporting HR and Business Operations activities. A successful candidate will be a collaborative and adaptable administrative professional, with exceptional organizational skills and attention to detail, a thoughtful and professional communicator, and an enthusiastic supporter of Ada’s mission and values. This position will report to the Director of People Operations and will also work closely with our Interim CEO and other members of the leadership team to ensure we are working effectively and efficiently.

This is a full-time (40 hours per week) position, with a pay rate of $29.00 - $36.00 per hour (DOQ) and excellent benefits. While Ada is primarily operating remotely, this position requires some in-person responsibilities, including mail pick-up on a regular (twice weekly) basis, occasional errands, and occasional in-person meetings and events in the Greater Seattle Area.

Benefits

We offer a competitive benefits package to our valued team members including:

• Medical, dental and vision insurance with 100% of employee premiums (and 75% of eligible dependent premiums) paid by Ada
• Generous paid time off including: 4 weeks vacation leave and 2 weeks sick leave accrued annually, 11 paid holidays, and 2 paid week-long agency closures (summer and winter)
• Up to 16 weeks paid parental leave
• Immediate participation and vesting in a 403(b) retirement plan with up to 4% employer match
• Health Care, Dependent Care and Commuter FSA options
• 100% employer-sponsored Long-Term Disability and Basic Life insurances
• As a learning organization, we offer up to $1,000 annually for employees to use towards their professional development

Core responsibilities

Executive Leadership Support

• Proactively manage Interim CEO’s calendar and meeting schedule, prioritizing appropriately and ensuring they are prepared with relevant information.

• Coordinate and schedule meetings for Interim CEO with internal and external stakeholders, including corporate partners and donors.

• Organize and structure Interim CEO’s email inbox to help prioritize communications, taking over communications on their behalf as appropriate.

• Book Interim CEO’s travel and manage travel itineraries.

• Provide project management support utilizing productivity tools (e.g. Asana, Google Workspace, etc.)

• Prepare meeting agendas and materials; take detailed notes as requested.

• Provide task management support (e.g. meeting prep, follow-up with relevant stakeholders, etc.).

• Draft internal and external correspondence.

• Support cross functional team with submitting expense reimbursements.

Business Operations Support

• Check Ada’s mail (in-person) twice per week; scan and triage mail to appropriate team members.

• Maintain updated, well-organized information and access in Ada’s SaaS platforms.

• Track subscription and renewal information for all SaaS platforms.

• Manage Ada’s email inbox and triage emails to appropriate team members as needed.

• Populate and manage organizational calendar.

• Send contracts and other documents to internal and external parties for signature.

• Build and strengthen team processes and system efficiencies in alignment with the department’s strategic goals and objectives.

People Operations Support

• Support employee onboarding and offboarding tasks.

• Post job openings, assist with resume screening, schedule interviews, and ensure timely communication with applicants.

• Support the planning and coordination of employee engagement activities.

• Support the scheduling and coordination of all-staff meetings, retreats and events.

• Track and follow-up on employment requirements (e.g. required training and document completion).

• Ensure employee files/records are accurate, up-to-date, and compliant in Ada’s HRIS and People Ops Google Drive.

• Process required paperwork and system updates for employment changes.

Student Internship Assignments

• In collaboration with the Corporate Partnerships and Student Affairs teams, coordinate the placement process for Ada student internship candidates and corporate partners.

• Schedule internship interviews between corporate partners and students.

• Manage high-volume of email communication from students and corporate partners during specific periods, communicating in a professional, timely and respectful manner.

Other Duties

• Other duties and special projects as needed.
  

Essential qualifications

• Enthusiastic support of Ada’s mission and demonstrated embodiment of Ada’s values.

• 4+ years administrative experience, including 2+ years experience supporting senior-level executives.

• Strong technical skills and ability to quickly learn new software; proficient in Google Workspace.

• Excellent organizational, time management, and prioritization skills.

• Strong attention to detail, characterized by thoroughness, accuracy, quality, and consistency.

• High level of integrity and ability to maintain strict confidentiality.

• Excellent customer service and collaboration skills.

• Strong written and verbal communication skills.

• Strong project management skills.

• Ability to effectively adapt to change.

• An innate sense of ownership with a demonstrated ability to work independently with limited direction.

At Ada, we hope to be drivers of change, and believe having a team of diverse backgrounds will enable us to strengthen our impact for others. Ada is proud to be an equal opportunity employer, and is committed to providing employment opportunities regardless of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service or veteran status, or any other protected classification, in accordance with applicable federal, state, and local laws. If you have a disability or special need that requires accommodation, please contact us at people-ops@adadev.org.