Treehouse
Overview
At Treehouse, we work to create opportunities for young people in foster care to thrive. We believe that every young person impacted by foster care determines their own future and can build the life of their dreams. Treehouse seeks to hire passionate individuals who understand the power of young people, celebrate diverse voices and challenge themselves to do better. We are committed to providing opportunities for staff to learn and grow with the organization during an exciting time as we expand our services and reach statewide.
Responsibilities
Administration and Calendar Management
Provide targeted executive administrative support, serving as their assigned leadership members' first point of contact and response to staff inquiries, requests, and concerns.
Provide sophisticated calendar management for their assigned senior leadership members, prioritizing inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day operations.
Provide administrative meeting support to their assigned senior leadership member and their Department at their Senior leadership member’s discretion, including scheduling; serving as their assigned leadership member's liaison; preparing agendas, presentations and materials; taking notes or minutes; room reservation, setup and cleanup; and running virtual and in-person technology.
Prepare, develop, and execute presentations, including researching, drafting and finalizing complex documents and reports, as assigned.
Reliably maintain assigned departmental administrative records in accordance with requirements.
Route DocuSign signatures and facilitate invoice approval.
Ensure the timely and accurate submission of all related documentation.
Schedule, process and track travel arrangements.
Maintain confidentiality of information and sign a confidentiality agreement.
Executive Communications and Culture Development
Coordinate communication and messaging on behalf of their assigned senior leadership member. Often called to communicate on behalf of their assigned leadership members.
Collaborates with the Communication team to align their assigned leadership members’ content and timing for team meetings and other events.
Partner with Executive Team, Employee Success and Racial Equity team, and Equity leadership to support a positive culture and proactive communications.
Project and Initiative Management
Responsible for project management administration in support of their assigned senior leadership member including managing budgets, timelines, contracts, and resources. May work independently or in collaboration with Project Manager or other Executive Assistants to scope and administer projects, manage logistics, keep records and report on outcomes.
Responsible for project management administration, as assigned by senior leadership member in support of the department.
Work in collaboration with other Administrative Staff across the organization to ensure that projects are in alignment and are appropriately resourced.
Support specific strategic departmental projects/initiatives, including scoping, tracking goals and success metrics, and reporting on outcomes.
Edit and proofread organizational as identified by Senior Director in collaboration with content experts to ensure materials are clear, accurate, and accessible.
Manage Department SharePoint site to support assigned department which could include design, document organization and ensuring up-to-date access for stakeholders.
Draft, review, and update templates for MOUs and DSAs ensuring compliance and consistency across agreements.
Track status of MOU’s and DSAs, communicating deadlines with stakeholders and following up as necessary.
Maintain and update the school district contact database, including tracking superintendent changes.
Track and manage contract deliverables for senior leadership members, providing regular updates and status reports.
Departmental Support
Identify opportunities for Treehouse to improve processes and systems to allow the organization to scale and grow impact.
Partner with their senior leadership member and other leaders, making sure that the department’s operating rhythm, agenda, and priorities enable Treehouse to stay in sync and achieve its strategic goals.
Assist with the development and implementation of program initiatives, providing logistical support and contributing to project planning.
Provide support for program-related meetings, including notetaking and follow-up action tracking.
Plan and execute department events, off-sites, and leadership retreats, handling logistics, vendor management, and budget tracking.
Facilitate communication across the Programs Department and with external partners, ensuring consistent and clear information flow between leadership and staff.
Act as a liaison between the your Executive and Department and other internal teams (Finance, Employee Success, IT, Risk Management, etc.), and members of Treehouse’s Board of Directors and Committees of the Board supporting alignment on project deliverables and deadlines.
Serve as thought partner for Executive when developing strategy and program operations.
Secondary Functions
Serve as backup for Office Manager duties during absences, including managing daily office operations, answering the main phone line, ordering office supplies, receiving and distributing mail, and monitoring the Treehouse info inbox to respond to general inquiries for up to 2 months.
Other duties as assigned.
Qualifications
3-5 years’ minimum experience in an executive assistant or similar function for a senior executive leader, ideally a CEO or Executive Director of a nonprofit organization, or equivalent experience interfacing with seasoned executives in a fast-paced environment.
Demonstrated commitment to racial equity and social justice and ability to effectively engage in candid conversations about diversity, equity, inclusion, and justice.
Reliable transportation and if driving on Treehouse business, current driver's license, and minimum WA State driver insurance coverage required. The driving record must be approved by the Treehouse insurance provider.
Maintain confidentiality of information and sign a confidentiality agreement.
Must clear criminal record and motor vehicle driving background checks.
Knowledge, Skills, and Abilities
Ability to communicate complex concepts concisely, clearly, and effectively across multiple levels including the executive leadership team, peers, and managers.
Sound judgment, tact, diplomacy, integrity, confidentiality, and professionalism in communicating information and working with all levels of employees.
Strong sense of self-awareness, can relate well, learn quickly, and adapt to changes while remaining calm under pressure.
Excellent written and oral communication skills including experience recording meeting minutes and action items.
Demonstrated ability to treat sensitive/confidential information with appropriate discretion.
Lead, influence, and inspire without formal authority.
Excellent time management skills with proven ability to meet deadlines.
Excellent attention to detail and accuracy.
Excellent problem solving and skills with the ability to manage upward.
Excellent customer service skills, handling inquiries and issues with diplomacy and discretion.
Ability to build credibility and relationships quickly across functions.
A good sounding board for others, with a low ego and ability to anticipate the needs of a busy executive.
Demonstrated ability to effectively manage multiple projects and with various deadlines.
Demonstrated ability to build working relationships with individuals of various ages, cultures, socioeconomic backgrounds, and abilities.
Ability and aptitude with Microsoft Office 365 and other technology necessary for successful day- to-day functioning in the business environment, specifically: Intermediate to advanced proficiency in OneNote, Excel, Word, PowerPoint, Outlook, Zoom, and Teams.
Working Conditions
Full-time, Hybrid
Monday - Friday
8:00 am to 5:00 pm
Location: 2100 24th Ave S., Suite 200, Seattle WA, 98144
Physical and Mental Conditions
Mental Requirements
– ability to reason logically and make sound decisions, to consider alternative and diverse perspectives, to communicate effectively both orally and in writing, to remain poised under all circumstances and to interact effective with people in a positive manner that creates confidence and trust.
Physical Requirements –
long periods of stationary work, working on a computer, moving between various work areas, going up and down stairs, talking on the phone, work with a computer/office equipment, and sitting at a desk or table while listening, talking, and taking notes.
Equal Opportunity Employer Statement Treehouse values diversity and it is expressed in all aspects of our work, from the individuals and communities we serve to our organizational culture, employees and volunteers. We understand that historic structural inequities have influenced each one of us, and we use this knowledge to deliberately cultivate the success of all people and treat everyone with dignity, humanity and respect.
Treehouse believes that our capacity to effect sustainable change is strengthened when diverse individuals, beliefs and perspectives are included. We model an institutional commitment to equity by investing resources at all levels and working toward measurable indicators of change.
In accordance with the Americans with Disabilities Act, upon request, reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of our positions. This commitment reflects our core belief in creating an inclusive environment that empowers all individuals to contribute fully and meaningfully to our mission.
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Responsibilities
Administration and Calendar Management
Provide targeted executive administrative support, serving as their assigned leadership members' first point of contact and response to staff inquiries, requests, and concerns.
Provide sophisticated calendar management for their assigned senior leadership members, prioritizing inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day operations.
Provide administrative meeting support to their assigned senior leadership member and their Department at their Senior leadership member’s discretion, including scheduling; serving as their assigned leadership member's liaison; preparing agendas, presentations and materials; taking notes or minutes; room reservation, setup and cleanup; and running virtual and in-person technology.
Prepare, develop, and execute presentations, including researching, drafting and finalizing complex documents and reports, as assigned.
Reliably maintain assigned departmental administrative records in accordance with requirements.
Route DocuSign signatures and facilitate invoice approval.
Ensure the timely and accurate submission of all related documentation.
Schedule, process and track travel arrangements.
Maintain confidentiality of information and sign a confidentiality agreement.
Executive Communications and Culture Development
Coordinate communication and messaging on behalf of their assigned senior leadership member. Often called to communicate on behalf of their assigned leadership members.
Collaborates with the Communication team to align their assigned leadership members’ content and timing for team meetings and other events.
Partner with Executive Team, Employee Success and Racial Equity team, and Equity leadership to support a positive culture and proactive communications.
Project and Initiative Management
Responsible for project management administration in support of their assigned senior leadership member including managing budgets, timelines, contracts, and resources. May work independently or in collaboration with Project Manager or other Executive Assistants to scope and administer projects, manage logistics, keep records and report on outcomes.
Responsible for project management administration, as assigned by senior leadership member in support of the department.
Work in collaboration with other Administrative Staff across the organization to ensure that projects are in alignment and are appropriately resourced.
Support specific strategic departmental projects/initiatives, including scoping, tracking goals and success metrics, and reporting on outcomes.
Edit and proofread organizational as identified by Senior Director in collaboration with content experts to ensure materials are clear, accurate, and accessible.
Manage Department SharePoint site to support assigned department which could include design, document organization and ensuring up-to-date access for stakeholders.
Draft, review, and update templates for MOUs and DSAs ensuring compliance and consistency across agreements.
Track status of MOU’s and DSAs, communicating deadlines with stakeholders and following up as necessary.
Maintain and update the school district contact database, including tracking superintendent changes.
Track and manage contract deliverables for senior leadership members, providing regular updates and status reports.
Departmental Support
Identify opportunities for Treehouse to improve processes and systems to allow the organization to scale and grow impact.
Partner with their senior leadership member and other leaders, making sure that the department’s operating rhythm, agenda, and priorities enable Treehouse to stay in sync and achieve its strategic goals.
Assist with the development and implementation of program initiatives, providing logistical support and contributing to project planning.
Provide support for program-related meetings, including notetaking and follow-up action tracking.
Plan and execute department events, off-sites, and leadership retreats, handling logistics, vendor management, and budget tracking.
Facilitate communication across the Programs Department and with external partners, ensuring consistent and clear information flow between leadership and staff.
Act as a liaison between the your Executive and Department and other internal teams (Finance, Employee Success, IT, Risk Management, etc.), and members of Treehouse’s Board of Directors and Committees of the Board supporting alignment on project deliverables and deadlines.
Serve as thought partner for Executive when developing strategy and program operations.
Secondary Functions
Serve as backup for Office Manager duties during absences, including managing daily office operations, answering the main phone line, ordering office supplies, receiving and distributing mail, and monitoring the Treehouse info inbox to respond to general inquiries for up to 2 months.
Other duties as assigned.
Qualifications
3-5 years’ minimum experience in an executive assistant or similar function for a senior executive leader, ideally a CEO or Executive Director of a nonprofit organization, or equivalent experience interfacing with seasoned executives in a fast-paced environment.
Demonstrated commitment to racial equity and social justice and ability to effectively engage in candid conversations about diversity, equity, inclusion, and justice.
Reliable transportation and if driving on Treehouse business, current driver's license, and minimum WA State driver insurance coverage required. The driving record must be approved by the Treehouse insurance provider.
Maintain confidentiality of information and sign a confidentiality agreement.
Must clear criminal record and motor vehicle driving background checks.
Knowledge, Skills, and Abilities
Ability to communicate complex concepts concisely, clearly, and effectively across multiple levels including the executive leadership team, peers, and managers.
Sound judgment, tact, diplomacy, integrity, confidentiality, and professionalism in communicating information and working with all levels of employees.
Strong sense of self-awareness, can relate well, learn quickly, and adapt to changes while remaining calm under pressure.
Excellent written and oral communication skills including experience recording meeting minutes and action items.
Demonstrated ability to treat sensitive/confidential information with appropriate discretion.
Lead, influence, and inspire without formal authority.
Excellent time management skills with proven ability to meet deadlines.
Excellent attention to detail and accuracy.
Excellent problem solving and skills with the ability to manage upward.
Excellent customer service skills, handling inquiries and issues with diplomacy and discretion.
Ability to build credibility and relationships quickly across functions.
A good sounding board for others, with a low ego and ability to anticipate the needs of a busy executive.
Demonstrated ability to effectively manage multiple projects and with various deadlines.
Demonstrated ability to build working relationships with individuals of various ages, cultures, socioeconomic backgrounds, and abilities.
Ability and aptitude with Microsoft Office 365 and other technology necessary for successful day- to-day functioning in the business environment, specifically: Intermediate to advanced proficiency in OneNote, Excel, Word, PowerPoint, Outlook, Zoom, and Teams.
Working Conditions
Full-time, Hybrid
Monday - Friday
8:00 am to 5:00 pm
Location: 2100 24th Ave S., Suite 200, Seattle WA, 98144
Physical and Mental Conditions
Mental Requirements
– ability to reason logically and make sound decisions, to consider alternative and diverse perspectives, to communicate effectively both orally and in writing, to remain poised under all circumstances and to interact effective with people in a positive manner that creates confidence and trust.
Physical Requirements –
long periods of stationary work, working on a computer, moving between various work areas, going up and down stairs, talking on the phone, work with a computer/office equipment, and sitting at a desk or table while listening, talking, and taking notes.
Equal Opportunity Employer Statement Treehouse values diversity and it is expressed in all aspects of our work, from the individuals and communities we serve to our organizational culture, employees and volunteers. We understand that historic structural inequities have influenced each one of us, and we use this knowledge to deliberately cultivate the success of all people and treat everyone with dignity, humanity and respect.
Treehouse believes that our capacity to effect sustainable change is strengthened when diverse individuals, beliefs and perspectives are included. We model an institutional commitment to equity by investing resources at all levels and working toward measurable indicators of change.
In accordance with the Americans with Disabilities Act, upon request, reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of our positions. This commitment reflects our core belief in creating an inclusive environment that empowers all individuals to contribute fully and meaningfully to our mission.
#J-18808-Ljbffr