Executive Assistant (Seattle, Wa)

Compensation: $53,258 - $60,497 ($25.60 -$29.09 hourly)

Benefits: Medical HMO, dental and vision insurance is free for employees!!

Schedule: Hybrid in Seattle, WA

Company Summary:

Everyone has the right to a quality, affordable home. At Community Roots Housing, this truth drives our work. By embracing community-led development and engaging in deep-rooted partnerships, we’re fostering vibrant, equitable communities where everyone has access to safe, affordable and welcoming homes. Today, nearly 50 apartment buildings – over 2,000 residents -- we continue our commitment to build community with and for people. We are a top performing, high-capacity not-for-profit corporation with an innovative portfolio throughout the Seattle area. Our buildings have won numerous awards from HUD, Urban Land Institute, Affordable Housing Finance Magazine, Future wise and other community development awards.

We are intentional in our hiring processes, seeing it as a chance to interrupt the cycle of racial and economic injustice that limits communities from accessing employment, building skills and investing in their own leadership development. We prioritize applicants who have firsthand experience in navigating the many systems that our residents face which impede their opportunities for success, as majority low-income, LGBTQ, and people of color.

Job Summary:

This is a high profile and fast paced position that provides a unique view into the operations of this organization and may lead to advancement within the organization. The Executive Assistant (EA) provides high-level, diversified, and confidential administrative support to the CEO. The EA is an extension of the office of the CEO and therefore communicates frequently and highly professionally with all staff, including executive staff, Board members, residents, tenants, community leaders, donors and elected officials on behalf of the CEO. The EA has near unlimited access to the information that is available to the CEO and therefore requires the highest level of maturity, confidentiality, and responsibility. Basic responsibilities include managing the CEO’s email, calendar, files and meeting schedule, travel requirements, Board coordination, reviewing and preparing confidential correspondence, reports and presentations. Evening hours are required as needed, especially in conjunction with Board meetings. This is a great position to get a foot in the door for someone who is interested in non-profit work.

Duties and Responsibilities:

CEO SUPPORT

• Meet twice weekly or as required with CEO to coordinate activities, review meetings, and assist in maintaining a list of ongoing tasks
• Manage and organize the CEO’s calendar and coordinate travel and meeting schedules
• Monitor and organize the CEO’s email and respond accordingly in consultation with CEO
• Manage CEO’s expense account and signature requests
• Assist CEO with correspondence, communication with Board and proof reading
• Coordinate the organization and maintenance the CEO’s electronic and paper files
• Assist CEO with planning for staff meetings and board events
• Represent CRH in a professional manner at events and meetings as needed
• Establish and maintain professional working relationships with community leaders, elected officials, the public and others encountered during work
• Do other work-related tasks as required to support the CEO

BOARD AND EXECUTIVE COMMITTEE MEETING SUPPORT

• Create board meeting packets, including gathering from other staff, creating or assist in creating all documents, resolutions, and attachments.
• Twice monthly must work late for Board related meetings
• Draft agendas in consultation with the CEO, finalize agendas and distribute as needed
• Assist in the preparation of presentations
• Provide all public notices as required, communicate with Board members about meeting time and location, manage the logistics of the meeting including room set up, AV set up, food and all other logistics and preparation
• Attend and take accurate minutes of Board and Executive Committee meetings
• Organize, manage, and maintain accurate Board related records, files, charts of board members, charts of committees, resolution files and tracking lists, and other documents as needed and publish as required by law
• Do all other tasks as requested and directed by the CEO or supervisor to advance Board operations and ensure well-run meetings and open communications in compliance with PDA rules and the law

GENERAL ADMINISTRATIVE SUPPORT

• Assist preparation of annual PDA report for filing with City of Seattle, assist Operations Manager with timely annual report and business license filings with the Secretary of State
• Become knowledgeable of organization Charter, Rules and Regulations, and City and State code that outline rules for PDA meeting operations
• Support members of the Leadership Team on meetings and projects as requested by CEO or supervisor
• Attend and take accurate minutes of board and Executive Team meetings
• Maintain PDA and Board pages on the CRH website
• Coordinate CRH attendance and registration for fundraisers and other community events with Foundation staff
• As member of Admin Team, support office operations, events and meetings as requested by supervisor
• Other administrative duties and projects as assigned
• This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Minimum Qualifications:

• 3 years of experience in a direct support role to Senior Leadership
• Superior organizational, verbal, written, interpersonal and communication skills
• Experience coordinating logistics for committees, task forces or other teams
• Demonstrated high proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Teams and Outlook), experience using Zoom and technologically savvy
• Must be able to interact with staff (at all levels) in a fast-paced environment
• Ability to communicate effectively with people of diverse personalities, cultures and communication styles
• Ability to work independently and with precise judgment in wide array of situations
• Ability to follow instructions accurately, work under supervision and to problem solve effectively
• Demonstrated ability to manage deadlines; manage competing priorities; and maintain high standards for accuracy and productivity
• Strong organizational skills, problem solving and ability to compose correspondence and reports
• Has demonstrated a high level of confidentiality, independent judgment, tact and sensitivity in difficult situations

Preferred Qualifications:

• 4-year degree, post-secondary work or commensurate experience
• Experience working with a public agency and the rules and regulations governing the conduct of public meetings and maintenance of public records.
• Experience with board support, working with board members
• Event planning experience
• Knowledge of office management, office systems, RingCentral
• Experience with WordPress

Supervisory Responsibility: None.

Physical Demands: Must be able to lift and move small office equipment, trays of food, and other light items especially in facilitation of meetings.

Disclaimer: Community Roots Housing is an Equal Opportunity Employer. Candidates of color, LGBTQ candidates, women, candidates with disabilities and candidates of all religions and national origins are strongly encouraged to apply. Community Roots Housing is a “Ban the Box” employer. However, per Federal Department of Housing and Urban Development requirements, any candidate selected for this position must undergo a criminal history background check prior to employment.