Administrative Assistant - Community Passageways
Seattle, WA 98122
About the Job
At Community Passageways, we are seeking an experienced, adaptable, and proactive Administrative Assistant to provide comprehensive support to our Chief Operating Officer (COO). This role is pivotal in ensuring the COO can efficiently lead and manage the organization's diverse departments, including HR, Finance, Communications, Marketing, IT, Community Engagement and Events, Facilities, and Grant and Contract Administration. The ideal candidate will thrive in a dynamic, mission-driven environment, offering administrative support and contributing to strategic planning, process improvement, and relationship management. This position requires working in person on a variable schedule, providing direct support to the COO and their staff, and ensuring operational excellence across multiple locations.
Requirements
Strategic Planning Support: Assist in strategic planning by gathering data, preparing analysis reports, and drafting presentations to support decision-making and align departmental goals with the organization's strategic objectives.
Email and Schedule Management: Manage email and calendar, prioritizing important correspondence and optimizing time management.
Expense and Document Management: Manage expense reporting
Supply Ordering and Operational Support: Ensure the timely ordering of supplies, manage supply inventories, and maintain operational efficiency across multiple locations.
Process Improvement: Regularly assess and recommend improvements to office processes and procedures to enhance efficiency and service delivery.
Relationship Management: Facilitate the management of relationships by preparing briefing materials, scheduling meetings, preparing agendas, and ensuring follow-ups.
Meeting and Event Coordination: Organize and coordinate meetings and events and prepare logistics and materials.
Executive Support: Provide occasional support to the CEO and Chief of Staff with tasks that align with the COO's responsibilities.
Exceptional organizational and time management skills, with a proven ability to prioritize tasks in a high-paced environment.
Strong analytical skills, proficiency in office software, and a keen ability to learn and adapt to new technologies.
Excellent written and verbal communication skills and high emotional intelligence for managing diverse relationships.
Demonstrated initiative and problem-solving abilities, focusing on process improvement and efficiency.
Flexibility to work across multiple locations and adapt to changing priorities and schedules.
Benefits
Strategic Planning Support: Assist in strategic planning by gathering data, preparing analysis reports, and drafting presentations to support decision-making and align departmental goals with the organization's strategic objectives. Email and Schedule Management: Manage email and calendar, prioritizing important correspondence and optimizing time management. Expense and Document Management: Manage expense reporting Document and form creation Supply Ordering and Operational Support: Ensure the timely ordering of supplies, manage supply inventories, and maintain operational efficiency across multiple locations. Process Improvement: Regularly assess and recommend improvements to office processes and procedures to enhance efficiency and service delivery. Relationship Management: Facilitate the management of relationships by preparing briefing materials, scheduling meetings, preparing agendas, and ensuring follow-ups. Meeting and Event Coordination: Organize and coordinate meetings and events and prepare logistics and materials. Executive Support: Provide occasional support to the CEO and Chief of Staff with tasks that align with the COO's responsibilities. Communications Management: Coordination of Newsletters, Social media, and other internal and external communications materials Human resources Coordination: Support in communicating with job candidates, scheduling interviews, and following up with candidates, and onboarding coordination Qualifications AA in business administration, related field, or equivalent professional experience in an executive support role. Exceptional organizational and time management skills, with a proven ability to prioritize tasks in a high-paced environment. Strong analytical skills, proficiency in office software, and a keen ability to learn and adapt to new technologies. Excellent written and verbal communication skills and high emotional intelligence for managing diverse relationships. Demonstrated initiative and problem-solving abilities, focusing on process improvement and efficiency. Flexibility to work across multiple locations and adapt to changing priorities and schedules. Preferred Tech proficiency: Comfort working with both Apple and PC products, Microsoft Office Suite, SharePoint, Adobe products, Concur Expense Management.