Do you like creating order, keeping things running smoothly, and helping good teams become great? The Northwest Maritime Center has grown from a grassroots organization to a regional institution and now we’re getting ready for our next stage. In this new, growth-oriented Administrative Assistant position, you will play a critical role in our effectiveness and enabling our entire organization to perform at its next level.
We love working with team members who:
Have a proactive work ethic with a willingness to jump in and help.
Communicate clearly, work collaboratively, and are flexible in dynamic situations.
Are comfortable communicating with a wide range of stakeholders, from potential donors and board members to program participants and job applicants.
PRIMARY RESPONSIBILITIES:
Provide a range of high-level administrative support for the CEO and executive team to ensure they can efficiently accomplish key tasks and organizational initiatives, including:
Maintain the CEO’s daily calendar, including scheduling meetings
Support the CEO in replying to assigned emails and other correspondence
Work with the COO and other members of the leadership team to meet administrative needs
Support the Board of Directors’ administrative needs:
Scheduling meetings, taking and archiving minutes, helping to prepare agendas and presentation materials for board meetings and some committee meetings
Preparations for in-person bi-monthly board meetings, which alternate between Port Townsend and Seattle
Board correspondence/follow-up
Other administrative needs as assigned by the CEO
Assist in scheduling and administration for staff working groups, staff meetings, retreats, and other group gatherings, including taking detailed meeting minutes for all-staff meetings
Support NWMC teams by ordering office supplies, responding to stakeholder inquiries and requests, processing incoming mail, preparing mailings and reports, and generally keeping an eye on the main admin offices
Assist the Human Resources department with administrative tasks:
Posting job openings & managing applicant tracking
Tracking new hire paperwork and certifications
Manage annual employee review calendar & process
Booking air travel as necessary
Other duties as assigned
GENERAL OPERATIONS
While this position’s primary responsibility is in office administration, the Administrative Assistant will work as part of the NWMC team to ensure smooth operations for the organization as a whole. This could include providing information to visitors to Northwest Maritime Center and helping out in projects and events that require all-hands-on-deck, to helping tie up a vessel coming into our dock because you happen to be standing there. We all pitch in for the heavy lifting now and then—sometimes this is metaphoric; occasionally we all have to actually help lift something heavy.
MINIMUM QUALIFICATIONS
Professional verbal and written communication skills
Excellent organizational skills and attention to detail
Ability to maintain confidential and sensitive information
Ability to organize a daily workload by priorities
Excellent time management skills with a proven ability to meet deadlines
Proficiency with Google Workspace or similar software with the ability to learn new or updated software
HELPFUL QUALIFICATIONS
Knowledge of office administration, clerical procedures, and recordkeeping systems
Previous experience in administrative or executive support roles
Interest in or familiarity with nonprofit governance & operations
APPLICATION PROCESS
Submit your resume with the online application.
Deadline for applications: Open until filled, application review begins September 13, 2023
WORK LOCATION & SCHEDULE
Position will require mostly onsite work; some work may be done remotely.
Main NWMC Offices are located at 431 Water St., Port Townsend, WA 98368
Some travel between Port Townsend and Seattle may be required, as bi-monthly board meetings alternate locations
Position is full-time, 35-40 hours/week
Reports to: Human Resources Manager
WAGE RANGE & BENEFITS
$23-25, non-exempt
100% company paid Health, Dental, Vision, and Life insurance contributions to HSA account
Matching contributions to a SIMPLE IRA retirement fund after 2 years of employment
Paid time off: accrues 2 weeks of vacation per year, 17 paid holidays in a calendar year, (if regular staff) & 1 hour of sick time accrued per every 25 hours worked
Flexible schedule & employee discounts
NWMC is committed to equal employment opportunity, striving towards being an antiracist and inclusive organization. We value the diversity of our staff and the communities that we serve, which includes a spectrum of racial, cultural, religious, sexual and gender identities, and abilities. We strongly encourage applications from people who have not seen themselves represented in the industry.