Executive Assistant

Position Overview:

The Executive Assistant (EA) is a highly responsible position. The EA provides administrative and secretarial services to relieve the Executive Director (ED) of daily administrative details so they can concentrate on the significant aspects of their position. The EA works primarily with the Executive Director. However, they also provide scheduling and travel support for the Deputy Director (DD). The Executive Assistant provides the necessary leadership skills to work effectively with management, staff, members, unions, employers, and board trustees.

The work involves applying knowledge of the executive’s work objectives and viewpoints and representing the executive within the delegated scope of authority. Ensures optimal time management for the assigned executive by overseeing email, schedule, calendar, travel arrangements, meeting support, and answering/prioritizing communications/correspondence. The EA offers administrative support to the Leadership Team (LT) and other staff as delegated by the ED. The EA is also the backup for the Administrative Assistant. Although responsible for assisting a key executive, this position does not have independent executive authority.

The EA will be exposed to sensitive information and must maintain strict confidence.

This position requires a high degree of personal initiative, flexibility, and personal judgment in all assignments, strong communication and interpersonal skills, the ability to organize and prioritize tasks to ensure smooth workflow, excellent work standards, and an active interest in providing excellent customer care. Be able to prioritize and shift as needs evolve, with minimal supervision.

The Executive Assistant will be able to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle various activities. Duties are performed to promote a team concept and reflect the Training Fund’s mission, vision, and values. Fundamental to this position is the ability to address and solve customer service requests in a friendly and professional manner.

The position requires considerable knowledge of the Training Fund, policies, and practices in making routine administrative decisions and handling non-routine situations. The EA may function in a “lead” role about ongoing work or special project- or team-oriented assignments. They may be responsible for office coordination and/or oversight of lower-level administrative/clerical employees. Work involves the development of moderately complex spreadsheets, presentations, or graphic materials. They will also need to be comfortable learning and working in Salesforce.

This position and others in the Training Fund promote equity in recruitment and retention into all Training Fund programs and safe operations of all Training Fund activities.

Location:

Mostly remote but occasionally as needed in the office or other locations such as offsite conference rooms or partner locations for some key events and meetings required for in-person participation.

Essential Job Functions:

Incumbent must have the skills, abilities and judgment to perform the following essential job duties and responsibilities, with or without reasonable accommodation:

· The position requires an above-average ability to adjust to rapid changes and understand the Training Fund’s technical aspects. 

· Proactively review and assist in managing the ED’s email.

· Track (including prioritization) action items, assignments, and delegations from the ED to other staff in Monday.com, Outlook, or a similar program.

· Coordinate, or as necessary, prepare and submit various documents or presentations and

· Draft, edit, and proofread outgoing correspondence and reports. 

· Provide information regarding action items, the ED’s daily time management, and overall scheduling in stand-up meetings with ED and DD.

· Manage the ED and DD’s calendar, appointments, and schedule following priorities the Executive Director sets; handle all matters relative to the Director’s meetings; prepare agendas, prepare and circulate handouts; monitor invitation acceptance; and arrange space.

· Ensure the ED and DD’s schedules are balanced, prioritizing the needs of direct reports, other team members, the board of directors, and external partners.

· Ensures the Director’s schedule is followed and respected.

· Coordinate the ED and DD’s travel. Maintain calendar and conduct pre-travel needs assessments, book travel, and accommodations, manage conference registrations and additional events/meetings, and troubleshoot problems to facilitate smooth trips.

· Manage all aspects of ED’s reimbursements, expenses, and reconciliation.

· Coordinate all Leadership Team meetings, including in-person events, training, virtual meetings, and team-building experiences.

· Proactively coordinating and planning for virtual and in-person events and meetings, including attending meetings, taking and preparing notes/minutes; attendee management, materials preparation, room set-up, and issue resolution; managing vendors; securing quotes; tracking deliverables; tracking attendance, and ensuring each meeting runs smoothly.  

· Assist the ED in managing the Board of Trustees meetings, including scheduling and adhering to bylaws such as advance distribution of materials in electronic/paper format before meetings.

· Maintain discretion and confidentiality in relationships with all sensitive matters.

· Organize, produce, and maintain departmental phone lists and rosters, including emergency contact lists used by the Directors.

· Manage office space and relationships with office landlords, liaising between the Training Fund and building staff for maintenance and conference room reservations.

· Maintain policies and procedures related to office management.

· Support Human Resources with the Organization Chart or hiring support as needed, such as editing and formatting job descriptions, online distribution through job boards, receiving applications, scheduling interviews, and follow-up communication with candidates as requested.

· As requested, support the Leadership Team with scheduling, travel arrangements, special projects, and administrative tasks.

· Use Salesforce to input or retrieve data.

· Assist the Executive Director with implementing emerging benefits and programs as assigned.

· Provide backup support for benefits administration and the Administrative Assistant.

· Prepares member benefit paperwork for pilot or complex programs, as assigned.

· Oversee staff events such as potlucks, staff appreciation events, and holiday parties.

· Assist with special projects, staff training and other general office tasks as needed or assigned.

Required Skills/Abilities:

· 5+ years of Executive Assistant experience supporting C-Suite executives with calendar and email. This experience in a nonprofit or union environment is a plus.

· Advanced-level Microsoft Sharepoint, Outlook, Word, Excel, and PowerPoint proficiency.

· Comfortable learning new technologies. Experience using Monday.com, Onboard, Salesforce, or equivalent apps is a plus.

· Expert-level business writing skills and the ability to draft written communications

· Proven ability to handle confidential information with discretion, recognize possible sensitive issues, and act accordingly.

· Adaptable to competing demands, anticipate internal organization issues, propose solutions, and maintain focus with frequent interruptions work in a fast-paced environment.

· Demonstrate the highest customer/client service and response level, including tact, sound judgment, and prioritization skills.

· Demonstrated strong organizational skills that reflect the ability to seamlessly perform, improve processes, and prioritize multiple tasks with meticulous attention to detail.

· Strong interpersonal skills and the ability to build relationships with partners, including staff, board members, consultants, and external partners.

· Proven record of positive, collaborative contributions to meet performance goals.

· Highly resourceful team player with the ability to also be extremely effective independently.

· Ability to work effectively with a diverse member population, including non-native English speakers.

· Excellent phone and email etiquette.

· Committed to working in a labor/management environment.

· Strong Commitment to personal growth and development on issues of racial equity and diversity, and to advancing diversity, equity and inclusion health care workforce access

· Ability to critically evaluate and prioritize information gathered from multiple sources and reconcile conflicts

· Excellent verbal and written communication skills

· Excellent organizational skills and attention to detail

· Excellent interpersonal, negotiation and conflict resolution skills

· Excellent time management skills with a proven ability meet deadlines

· Strong analytical and problem-solving skills

· Ability to work with integrity, credibility, professionalism and confidentiality

· Experience working with diverse populations and addressing participants’ unique needs

· Ability to follow privacy policies and respect for confidential information

· Incumbent must have skills, abilities and judgment to perform the following essential job duties and responsibilities, with or without reasonable accommodation

· Candidates will be evaluated on their lived and learned experience, professional background, volunteer experience and direct and transferable skills.

Preferred Skills and Experience

· Bachelor’s Degree in nonprofit management, business administration or related field

· Experience with current organizational software: Salesforce, SharePoint, MS Teams, Onboard and Monday.com

· Experience in a union or labor/management environment or an understanding of unions and ability to work in labor/management settings

· Knowledge of the healthcare sector

:

· Ability to work with and advance engagement with employer partners, labor unions and staff and to collaborate effectively in labor/management settings

· Proven record of working collaboratively to meet performance goals

· Bilingual skills preferred

Required Items:

· Successful completion of background check is required

· Valid Washington State Driver’s License and access to a reliable insured vehicle

· COVID-19 complete vaccination, shot documentation required or proof of meeting state or federal law, including medical disability under the American with Disabilities Act (ADA) guidelines, for not vaccinating

: · Undergraduate Degree or equivalent experience (minimum of 5+ years of complex EA experience supporting C-Suite executives with calendar and email)

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift 15 pounds at times
• Must be able to access and navigate the TF’s facilities, partner organizations, and classroom locations

Job Type: Full-time

Pay: $73,416.00 - $102,535.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• Renton, WA 98057: Relocate before starting work (Required)

Work Location: Hybrid remote in Renton, WA 98057