Executive Assistant Job at Allen Family Philanthropies in Seattle

Executive Assistant – Allen Family Philanthropies Join to apply for the Executive Assistant role at Allen Family Philanthropies Position Summary The Foundation seeks a dedicated Executive Assistant to serve as a critical administrative partner to the AFP’s Executive Director. The Executive Assistant will be responsible for scheduling appointments and calls, arranging meetings and travel, providing event support, creating presentation packages and materials, managing departmental budget administration, reconciling expense reports, and completing administrative projects as assigned. The Executive Assistant will also oversee the AFP SharePoint site and provide support for the Fluxx grants management database. This position has access to and regularly works with sensitive, highly confidential, and strategic information that requires considerable discretion, independent judgment, and tact. It also requires a professional attitude and strong interpersonal communication skills. Essential Duties & Responsibilities Maintain and manage the Executive Director’s dynamic calendar with meticulous attention to accuracy, prioritization, and timeliness. Manage all scheduling inquiries, ensuring prompt responses and strategic prioritization of the Executive Director’s time. Arrange and manage complex travel logistics, including drafting itineraries and compiling necessary documents. Prepare and process all outgoing professional correspondence via email, courier, and FedEx as required. Compose, edit, and process all professional correspondence and internal documents using Microsoft Word and Excel. Design and format high-quality presentation packages and foundational materials for key stakeholders. Coordinate all meeting logistics from scheduling through execution, including venues, agendas, minutes, and catering. Welcome scheduled guests, manage check‑in procedures, and escort them to meeting locations efficiently. Oversee all meeting technology and resources, ensuring smooth operations for in‑person and virtual attendees. Perform general office duties, including accurate filing, scanning, and copying. Reconcile credit card statements and detailed expense reports for the Executive Director and designated staff. Liaise with Finance to support budget tracking and cost reconciliation activities. Assist with contract preparation and invoice reconciliation for fees and expenses. Maintain and update essential files, records, and database entries tracking project and departmental progress. Coordinate departmental purchase requests and process incoming invoices. Coordinate comprehensive onboarding activities to integrate new hires and connect them with critical team resources. Provide comprehensive administrative support for all contracts, including tracking, routing, and final signature stages. Maintain the functionality of SharePoint sites, updating sites and serving as point of contact for users. Manage departmental SharePoint files, Fluxx CRM, and Smartsheet project tracking as requested. Research, plan, and execute internal and external AFP events, ensuring seamless logistics and high engagement. Complete high‑priority special projects and fulfill other executive duties as assigned. Qualifications Strong commitment to AFP’s mission and alignment with core values. Strong critical thinking, meticulous attention to detail, and high standards of honesty and integrity. Proactive inclination toward continuous process improvement and creative problem‑solving. Anticipate challenges and engage in proactive, creative problem‑solving to mitigate issues before escalation. Demonstrated success managing a complex executive calendar and detailed travel schedules. Maintain 24/7 availability for urgent, time‑sensitive needs outside regular business hours. Exceptional judgment, independent work, and minimal supervision; adept at email direction. Professional maturity and polished, executive‑level demeanor in all interactions. Highly organized, dependable, and capable of thinking through complex situations quickly under pressure. Excellent verbal and written communication, rapport building with internal colleagues and high‑level external contacts. Experience working with high‑profile contacts and managing confidential material with absolute discretion. Financial systems familiarity: expense management, invoice processing, travel systems, and CRM platforms. Working knowledge of Smartsheet and LucidChart workflow platforms. Required computer skills: MS Office (Word, Excel, Outlook, PowerPoint), SharePoint, MS Project. Bachelor’s degree (B.A. or B.S.) or associate’s degree (A.A.) with 5–7+ years of relevant executive support experience. Ability to travel and work outside typical work hours, including early mornings and late evenings. Hybrid role: four days per week in the office (Monday‑Thursday); Friday remote. Compensation & Benefits Hourly compensation range: $49.45 – $60.44. The upper portion of the range is typically reserved for employees who consistently demonstrate strong performance over time or candidates who exceed expectations for experience and skill set. In addition to base compensation, all employees are eligible to participate in our discretionary bonus program. Medical, dental, vision, wellness, and 401k benefits are also offered. Work Environment Hybrid role requiring four days per week in the office (Monday‑Thursday); Fridays remote. This hybrid work environment is an organizational decision that benefits employees, may differ from job to job, and is subject to change as needed. Application To apply for this role, please visit our Career Center. #J-18808-Ljbffr