Job description

The Executive Assistant (EA) is responsible for assisting the CEO, as a voice and filter for the CEO and manages the daily administrative activities and special projects of the Chief Executive, including calendaring and communications.

The EA’s time is primarily divided up supporting the CEO (50%), the Seattle Humane Board (25%), the Executive Support Team (20%), and general administrative office management (5%).

The EA is the main liaison to the Board of Directors, managing all board administrative activities, including setting up committee meetings, providing meeting support, managing correspondence, recordkeeping, and recording meeting minutes. They prepare and edit board-related communications and monthly materials.

The EA also provides additional administrative support for the Executive Support Team, including the COO, CAO, CHRO, and CFO by completing daily tasks and special projects under the supervision of the CEO. The EA routinely handles confidential information and regularly interacts with a diverse group of staff, volunteers, and public stakeholders.

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Key Functions*

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Provides daily administrative support to the CEO, and Board of Directors.

• Manages the CEO and board’s schedules, meetings and appointments.
• Coordinates executive meetings, including scheduling, room reservation and set-up, agenda setting, attendance confirmation, material preparation and distribution, taking notes, transcribing minutes, ordering food, and meeting break-down.
• Maintains CEO and Board files, databases and records. Adheres to the files and records retention policy and procedures. Assures that the organization’s records and meeting minutes are complete, accurate and in the proper legal format and files.
• Records and distributes minutes of department head meetings, Board meetings, or other senior management meetings as needed.
• Handles incoming and outgoing correspondence for CEO office, including drafting and proofreading of internal and external memorandums and letters.
• Prepares monthly reports and/or other data as requested by the CEO.
• Assists in receiving and hosting guests, public officials and other visitors. Represents the organization with care and thoughtfulness in public and formal settings.
• Handles multiple tasks and responsibilities with accuracy and within the time frame assigned by the CEO.
• Manages and maintains all admin office supplies, copier, files and point of contact for applicable IT needs on the admin floor.
• Manages and reports the CEO and other senior leaderships expenses.
• Performs other office management duties as assigned.
• Provides limited administrative support to the four Executive Support Team members (COO, CAO, CFO and CHR) in the form of daily tasks and some special projects with the CEO’s approval

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Knowledge/Experience or Training*

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Requires a minimum of five years of administrative experience supporting a senior-level director or manager.

• Demonstrated proficiency with SharePoint/Office 365 suite of applications and tools, including the Microsoft Teams environment.
• Demonstrated ability to work with minimal supervision.
• Communicates effectively in writing and speaking with attention to detail and as appropriate for the needs of the audience.
• Knowledge of administrative responsibilities that include, but are not limited to, word processing, files and records, transcription, designing forms and presentations, and scheduling.
• Has experience providing high level of client and personal service for diverse audiences.

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Compensation/Schedule*

This is a full-time position with an average of 40 hours per week, has flexible workdays in office and remote, with occasional evening/weekend hours. In-person attendance required at all-staff meetings and assigned training workshops or meetings.

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The Benefits*

At Seattle Humane, we believe in investing in our people, you'll receive competitive benefits and perks, including full health & wellness coverage, generous paid time off starting at three weeks, 10 paid holidays, an employer matching retirement plan, personal pet allowance, employee sabbaticals, budget toward continuing education, discounts, and you get to work around cute animals!

Check out our LIST of benefits and perks HERE

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About Us*

Seattle Humane is more than a shelter, we are a community resource center. We're meeting the increasing need for pet owner support services, so that families don't have to choose between an overdue bill and a beloved family member. We're training the next generation of veterinarians in our state-of-the-art medical center. We're building a community of animal advocates through our volunteer and youth education programs. The impact of Seattle Humane is life-changing, for the animals in our care and the people who love them. Our top priority is to connect animals in need of rescue with the people who will love them. Through our outreach, advocacy, and services, we strive to ensure that animal companionship is accessible to all.

Take a look at our Vision for the Future, which will guide our work and priorities in the years to come.

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Equal Opportunity Statement*
As an equal opportunity employer, Seattle Humane is committed to providing employment opportunities to all qualified applicants and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability status or any other basis prohibited by applicable law.

COVID-19 Information
Vaccinations are mandatory at Seattle Humane. Seattle Humane reasonably accommodates those whose medical conditions or religious beliefs prevent them from being vaccinated.

Job Type: Full-time

Pay: $30.00 - $33.00 per hour

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