Seattle Aquarium
Executive Assistant, Philanthropy
Job Posting
Posted: Open to internal and external applicants Reports to: Vice President of Philanthropy Status: Full-time, salaried, benefitted position Hours of Work: Standard Monday – Friday workweek, generally 8 a.m. to 5 p.m. Occasional need for weekend or after-hours work in support of events and projects. Dated Needed: December 2025 Posting Expires: Open until filled.
Purpose of this position The Executive Assistant, Philanthropy (EA) is the executive administrative support position for the Vice President of Philanthropy. This administrative role helps to advance the Seattle Aquarium’s mission of Inspiring Conservation of Our Marine Environment by providing timely, proactive, consistent support—frequently acting independently and using judgment on confidential and sensitive donor issues—through a range of administrative duties in a fast-paced environment. Knowledge of non-profit organizations, board of directors management, and principal gifts work, and a proven track record in a rapidly shifting, detail-oriented executive support role handling confidential material are essential. The EA works directly with principal donors, campaign volunteer leadership, and members of the board of directors. This role staffs two board committees: Board Governance & Nominations Committee and Advancement Committee.
The Seattle Aquarium recognizes that various marginalized communities are being disproportionately impacted by environmental harm while not having access to lead the conversation on conservation and environmental education. We are partners in changing that narrative and seek an executive assistant who can work within philanthropy with an equity-centered lens.
Essential functions Support to Vice President of Philanthropy
This critical partnership role works closely with the lead fundraiser of the Aquarium to
Complete an extensive variety of administrative tasks including: manage a robust and highly dynamic calendar of appointments; compose, edit and prepare official correspondence that is sometimes confidential or public in nature; create, obtain and solicit items for weekly and monthly agendas and PowerPoints including executive team, all staff, board of directors and committee meetings; compile and disseminate documents for meetings; make certain the VP is prepared and equipped.
Plan, coordinate and ensure the VP’s schedule is accurate, followed and respected. Approve all requests for VP’s time.
Responsible for supporting the VP regarding principal donor communication and fundraising and board work, including stepping in as proxy to the VP to answer and address questions from principal donors and their staff and board members. Drafts VP portfolio revenue forecasts.
Provides staffing support for high-level stewardship of select donors in the VP’s portfolio, including personalized outreach, special invitations, and custom recognition opportunities.
Prepares VP for meetings including summarizing issues for discussion, agenda items to be presented, and status of action items; requests reports and prepares briefing materials.
Maintains VP’s donor data using the Raiser’s Edge donor database, tracking action items and monitoring database dashboard for next steps.
Maintains the timeline and framework for quarterly updating and reporting on department goals and benchmarks. Coordinates annual refresh of goals and metrics, including providing reminders to key stakeholders and program leads.
Prepares monthly updates for presentation to the board.
Coordinates logistics for a variety of meetings, including scheduling, room set-up, preparing materials, creating PowerPoint presentations, meeting technology, and hospitality.
Maintains timeline and process for onboarding of new department staff and yearly performance evaluation schedule for VP with team members.
Support to Board Committees
Provides staffing support to the co-chairs of the Advancement Committee including scheduling meetings, developing and distributing agendas, recording minutes, and tracking action items.
Staffs the co-chairs of the Board Governance & Nominating Committee, including scheduling meetings, developing and distributing agendas, recording minutes, tracking action items, including board nomination calendar and progress.
Updates and facilitates the annual demographics survey of the board, including reporting and analysis on findings.
Support to Philanthropy and Membership Department
Manages and communicates to the team through the annual calendar.
Co‑ordinates, schedules and takes meeting minutes for a variety of meetings.
Manages purchasing, shipping/receiving, purchase orders and approval of invoices for the department.
Provides general support at signature philanthropy functions and priority needs.
Contributes to the effort to build a culture of philanthropy throughout the organization through excellent customer service.
Honors the rights of our donors under the Association of Fundraising Professionals’ Code of Ethics.
All Aquarium staff and volunteers are expected to participate in advancing and integrating into their work Diversity, Equity, Inclusion, and Regenerative practices in alignment with our S.A.L.I.S.H. Values.
Other duties of a similar nature as assigned.
Knowledge, skills and experience
Minimum five years of administrative experience supporting an executive and team required, ideally in a non-profit organization. Experience handling highly confidential information and interactions with donor relations or supporting a philanthropy leader in a non-profit setting preferred.
Able to prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects, often with tight deadlines and quick turn-around.
Demonstrated ability to establish trust with staff at all levels including the executive team, board and board donors in one-on-one and in small and large group settings. Collaborative with internal and external customers.
Customer service and solutions oriented; committed to helping to ensure the department runs efficiently and effectively; a positive and can‑do attitude, ready to roll up one’s sleeves at a moment’s notice.
Demonstrated ability to handle multiple projects and incoming requests from the team; experience taking initiative and using independent judgment in non‑routine matters.
Excellent time management with ability to prioritize and work with a high level of accuracy within a fast‑paced environment.
Exceptional attention to detail, highly organized and proactive to anticipate VP and department needs; able to track long‑term strategies/projects.
Strong communication skills: oral, written, as strong interpersonal communication skills to work effectively with high-level donors and stakeholders.
Excellent Microsoft Office (Excel, PowerPoint, Outlook and Word) experience required. Experience working with donor databases such as Raiser’s Edge preferred. Experience setting up and working with meeting technology such as presentation software such as PowerPoint, projectors and laptops preferred.
Demonstrates an understanding of the Aquarium’s Mission and Values, including Regenerative and Equity work.
Education
Associate degree or combination of equivalent education and experience in an office environment. BA preferred.
Internal/external contacts
Aquarium staff, donors and board of directors as required.
Working conditions
Hybrid virtual/in‑office model with minimum two days in office, including Thursdays.
Flexibility for evening or weekend work throughout the year to support philanthropy events.
Office work is performed in a semi‑private work area. Donor tours will occur in Aquarium exhibit areas, possible outdoor field excursions and off‑site donor meetings.
Work is highly collaborative in nature and requires the ability to meet in person, talk on the phone and via Zoom/Teams, and listen well for understanding.
Some exposure to elements. Employees are in campus environments with multiple buildings, outdoor and semi‑covered areas. Travel between Aquarium buildings and meeting sites in all types of weather.
Confidentiality
This position maintains a high level of confidentiality related to donor cultivation and other fundraising efforts. This includes access to fundraising software, donor lists, and executive email communications.
Salary and Benefits $80,000 - $92,000/year, Dependent on experience. Full‑time staff are eligible for the Seattle Aquarium’s comprehensive benefits package to include medical, vision, dental, an employer‑funded health reimbursement account, medical and dependent care flexible spending accounts, life insurance, long‑term disability, 403(b) retirement fund with employer match, access to a subsidized ORCA pass, a Seattle Aquarium Family Plus membership and generous paid time off.
How to apply The Seattle Aquarium is committed to expanding a diverse, equitable, and inclusive conservation movement. We are invested in building an Aquarium with a wide variety of backgrounds, identities, languages, cultural ways of knowing, and life experiences. We know research shows that society has conditioned communities of color, trans and gender non‑conforming people, immigrants, people with disabilities, and other marginalized candidates to more frequently not apply to a job because they don’t feel that they meet all of the qualifications listed even if they are qualified. If you meet some of the requirements and you are passionate about our mission and our ocean, we encourage you to apply and look forward to learning more about you.
Interested candidates should upload a résumé to our online application to be considered. Application review will begin immediately.
SeattleAquarium.org/careers
Please let us know if you require a reasonable accommodation to apply for this job by emailing us at jobs@seattleaquarium.org.
Note: If offered the position, candidates must pass a background check. Conviction record is not an automatic disqualifier; we are a second chance employer.
About the Seattle Aquarium The Seattle Aquarium is a respected authority on Puget Sound, the Salish Sea and the world’s one ocean. Our team increases awareness and drives the change needed to preserve and protect our marine environment by providing excellent care and wellbeing for over 5,000 animals to create an inspiring visitor experience, offer engaging daytime and evening events, conservation education programs for people of all ages and backgrounds, community outreach to marginalized populations, research that advances understanding of animals in our care and their counterparts in the wild, advocacy and policy work, an award‑winning volunteer program, high‑impact marketing and communications, and more.
Our values Developed in conjunction with our staff, our values include commitments to adopting and promoting sustainable practices, creating awe‑inspiring experiences, constantly learning and improving, fostering an inclusive community, maintaining scientific credibility through evidence-based practices and honoring our unique place by using our location and history as a lens for larger understanding.
Proudly accredited by the Association of Zoos & Aquariums We’re among the top 10 aquariums in the U.S. by attendance, and we welcome over 1 million people each year guided by our mission of Inspiring Conservation of Our Marine Environment. Learn more at SeattleAquarium.org.
#J-18808-Ljbffr
Posted: Open to internal and external applicants Reports to: Vice President of Philanthropy Status: Full-time, salaried, benefitted position Hours of Work: Standard Monday – Friday workweek, generally 8 a.m. to 5 p.m. Occasional need for weekend or after-hours work in support of events and projects. Dated Needed: December 2025 Posting Expires: Open until filled.
Purpose of this position The Executive Assistant, Philanthropy (EA) is the executive administrative support position for the Vice President of Philanthropy. This administrative role helps to advance the Seattle Aquarium’s mission of Inspiring Conservation of Our Marine Environment by providing timely, proactive, consistent support—frequently acting independently and using judgment on confidential and sensitive donor issues—through a range of administrative duties in a fast-paced environment. Knowledge of non-profit organizations, board of directors management, and principal gifts work, and a proven track record in a rapidly shifting, detail-oriented executive support role handling confidential material are essential. The EA works directly with principal donors, campaign volunteer leadership, and members of the board of directors. This role staffs two board committees: Board Governance & Nominations Committee and Advancement Committee.
The Seattle Aquarium recognizes that various marginalized communities are being disproportionately impacted by environmental harm while not having access to lead the conversation on conservation and environmental education. We are partners in changing that narrative and seek an executive assistant who can work within philanthropy with an equity-centered lens.
Essential functions Support to Vice President of Philanthropy
This critical partnership role works closely with the lead fundraiser of the Aquarium to
Complete an extensive variety of administrative tasks including: manage a robust and highly dynamic calendar of appointments; compose, edit and prepare official correspondence that is sometimes confidential or public in nature; create, obtain and solicit items for weekly and monthly agendas and PowerPoints including executive team, all staff, board of directors and committee meetings; compile and disseminate documents for meetings; make certain the VP is prepared and equipped.
Plan, coordinate and ensure the VP’s schedule is accurate, followed and respected. Approve all requests for VP’s time.
Responsible for supporting the VP regarding principal donor communication and fundraising and board work, including stepping in as proxy to the VP to answer and address questions from principal donors and their staff and board members. Drafts VP portfolio revenue forecasts.
Provides staffing support for high-level stewardship of select donors in the VP’s portfolio, including personalized outreach, special invitations, and custom recognition opportunities.
Prepares VP for meetings including summarizing issues for discussion, agenda items to be presented, and status of action items; requests reports and prepares briefing materials.
Maintains VP’s donor data using the Raiser’s Edge donor database, tracking action items and monitoring database dashboard for next steps.
Maintains the timeline and framework for quarterly updating and reporting on department goals and benchmarks. Coordinates annual refresh of goals and metrics, including providing reminders to key stakeholders and program leads.
Prepares monthly updates for presentation to the board.
Coordinates logistics for a variety of meetings, including scheduling, room set-up, preparing materials, creating PowerPoint presentations, meeting technology, and hospitality.
Maintains timeline and process for onboarding of new department staff and yearly performance evaluation schedule for VP with team members.
Support to Board Committees
Provides staffing support to the co-chairs of the Advancement Committee including scheduling meetings, developing and distributing agendas, recording minutes, and tracking action items.
Staffs the co-chairs of the Board Governance & Nominating Committee, including scheduling meetings, developing and distributing agendas, recording minutes, tracking action items, including board nomination calendar and progress.
Updates and facilitates the annual demographics survey of the board, including reporting and analysis on findings.
Support to Philanthropy and Membership Department
Manages and communicates to the team through the annual calendar.
Co‑ordinates, schedules and takes meeting minutes for a variety of meetings.
Manages purchasing, shipping/receiving, purchase orders and approval of invoices for the department.
Provides general support at signature philanthropy functions and priority needs.
Contributes to the effort to build a culture of philanthropy throughout the organization through excellent customer service.
Honors the rights of our donors under the Association of Fundraising Professionals’ Code of Ethics.
All Aquarium staff and volunteers are expected to participate in advancing and integrating into their work Diversity, Equity, Inclusion, and Regenerative practices in alignment with our S.A.L.I.S.H. Values.
Other duties of a similar nature as assigned.
Knowledge, skills and experience
Minimum five years of administrative experience supporting an executive and team required, ideally in a non-profit organization. Experience handling highly confidential information and interactions with donor relations or supporting a philanthropy leader in a non-profit setting preferred.
Able to prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects, often with tight deadlines and quick turn-around.
Demonstrated ability to establish trust with staff at all levels including the executive team, board and board donors in one-on-one and in small and large group settings. Collaborative with internal and external customers.
Customer service and solutions oriented; committed to helping to ensure the department runs efficiently and effectively; a positive and can‑do attitude, ready to roll up one’s sleeves at a moment’s notice.
Demonstrated ability to handle multiple projects and incoming requests from the team; experience taking initiative and using independent judgment in non‑routine matters.
Excellent time management with ability to prioritize and work with a high level of accuracy within a fast‑paced environment.
Exceptional attention to detail, highly organized and proactive to anticipate VP and department needs; able to track long‑term strategies/projects.
Strong communication skills: oral, written, as strong interpersonal communication skills to work effectively with high-level donors and stakeholders.
Excellent Microsoft Office (Excel, PowerPoint, Outlook and Word) experience required. Experience working with donor databases such as Raiser’s Edge preferred. Experience setting up and working with meeting technology such as presentation software such as PowerPoint, projectors and laptops preferred.
Demonstrates an understanding of the Aquarium’s Mission and Values, including Regenerative and Equity work.
Education
Associate degree or combination of equivalent education and experience in an office environment. BA preferred.
Internal/external contacts
Aquarium staff, donors and board of directors as required.
Working conditions
Hybrid virtual/in‑office model with minimum two days in office, including Thursdays.
Flexibility for evening or weekend work throughout the year to support philanthropy events.
Office work is performed in a semi‑private work area. Donor tours will occur in Aquarium exhibit areas, possible outdoor field excursions and off‑site donor meetings.
Work is highly collaborative in nature and requires the ability to meet in person, talk on the phone and via Zoom/Teams, and listen well for understanding.
Some exposure to elements. Employees are in campus environments with multiple buildings, outdoor and semi‑covered areas. Travel between Aquarium buildings and meeting sites in all types of weather.
Confidentiality
This position maintains a high level of confidentiality related to donor cultivation and other fundraising efforts. This includes access to fundraising software, donor lists, and executive email communications.
Salary and Benefits $80,000 - $92,000/year, Dependent on experience. Full‑time staff are eligible for the Seattle Aquarium’s comprehensive benefits package to include medical, vision, dental, an employer‑funded health reimbursement account, medical and dependent care flexible spending accounts, life insurance, long‑term disability, 403(b) retirement fund with employer match, access to a subsidized ORCA pass, a Seattle Aquarium Family Plus membership and generous paid time off.
How to apply The Seattle Aquarium is committed to expanding a diverse, equitable, and inclusive conservation movement. We are invested in building an Aquarium with a wide variety of backgrounds, identities, languages, cultural ways of knowing, and life experiences. We know research shows that society has conditioned communities of color, trans and gender non‑conforming people, immigrants, people with disabilities, and other marginalized candidates to more frequently not apply to a job because they don’t feel that they meet all of the qualifications listed even if they are qualified. If you meet some of the requirements and you are passionate about our mission and our ocean, we encourage you to apply and look forward to learning more about you.
Interested candidates should upload a résumé to our online application to be considered. Application review will begin immediately.
SeattleAquarium.org/careers
Please let us know if you require a reasonable accommodation to apply for this job by emailing us at jobs@seattleaquarium.org.
Note: If offered the position, candidates must pass a background check. Conviction record is not an automatic disqualifier; we are a second chance employer.
About the Seattle Aquarium The Seattle Aquarium is a respected authority on Puget Sound, the Salish Sea and the world’s one ocean. Our team increases awareness and drives the change needed to preserve and protect our marine environment by providing excellent care and wellbeing for over 5,000 animals to create an inspiring visitor experience, offer engaging daytime and evening events, conservation education programs for people of all ages and backgrounds, community outreach to marginalized populations, research that advances understanding of animals in our care and their counterparts in the wild, advocacy and policy work, an award‑winning volunteer program, high‑impact marketing and communications, and more.
Our values Developed in conjunction with our staff, our values include commitments to adopting and promoting sustainable practices, creating awe‑inspiring experiences, constantly learning and improving, fostering an inclusive community, maintaining scientific credibility through evidence-based practices and honoring our unique place by using our location and history as a lens for larger understanding.
Proudly accredited by the Association of Zoos & Aquariums We’re among the top 10 aquariums in the U.S. by attendance, and we welcome over 1 million people each year guided by our mission of Inspiring Conservation of Our Marine Environment. Learn more at SeattleAquarium.org.
#J-18808-Ljbffr