Join an empowered team that is making a difference in our community!

Now is the time for you to play a key role with one of Washington state’s largest, multi-service agencies dedicated to building pathways to inclusion for children, youth, and adults with disabilities.

PROVAIL has an exciting opportunity for an Executive Assistant to join our team! The Executive Assistant helps the CEO and the Executive Team stay organized by proactively managing their schedules and keeping up with correspondence based on their needs. A successful Executive Assistant will be independent, resourceful, innovative, and proactive to support their executive leaders. They must think independently to make decisions under pressure and have excellent communication skills to share information with the CEO and others, efficiently and effectively.

The Executive Assistant will need to develop and leverage a deep understanding of the needs of the CEO, Executive Team and PROVAIL. To be successful in this role, you should be well-organized, use sound judgment, work proactively and independently, balance initiative and judgment, have great time management skills, act without guidance, and be able to handle confidential information. The Executive Assistant is expected to use tack, diplomacy, and discretion when handling sensitive information.

Your efforts will ultimately help PROVAIL achieve its three strategic goals of serving more clients, increasing financial sustainability, and increasing diversity, equity and inclusion for staff and clients.

About Us

PROVAIL was founded in 1942 by parents of children with cerebral palsy. They created some of the first community services for individuals with cerebral palsy and other severe disabilities in the area. Our mission is supporting people with disabilities to fulfill their life choices. We help people decide how they want to live their life in the community and then provide the support services they need to act on those choices. We are one of the state’s largest private, multi-service agencies dedicated to meeting the needs of children and adults with all types of disabilities.

What we offer:

• Competitive pay, $68,000 - $72,000 per year, DOE
• Comprehensive medical, dental, vision insurance with highly subsidized employer contribution for the employee. Dependent coverage for qualified family members is available.
• Employer Funded Health Reimbursement Account (HRA) when enrolled in a medical plan.
• Flexible Spending Accounts (FSA) - Health Care and Dependent Care
• Employee Assistance Program
• 104 hours paid vacation plus incremental increases based on years of service
• Twelve paid personal holidays
• 403(b) retirement plan
• Referral bonus program
• Monthly cell phone stipend and mileage reimbursement
• Extensive paid training and professional development opportunities

What you’ll do:

Administrative

• Scheduling and Logistics
  • Manage executives’ calendars, proactively anticipate, prioritize and adjust schedules for urgent topics, and help maintain time and opportunity for strategic thinking
  • Schedule internal and external meetings/events, and manage complex, detailed meeting/event plans and agendas
  • Proactively identify inefficiencies and assist in implementing new procedures for continuous improvement
  • Provide support and coordination of agency-wide systems such as Zoom and DocuSign; serve as on-site support for office technology such as video-conferencing, copiers and printers

• Writing
  • Draft and prepare correspondence that is sometimes confidential
  • Take sufficient meeting notes to prepare an accurate record of events, tasks, and deadlines

• Internal Communication
  • Communicate directly, and on behalf of the CEO and Executive Team, on matters related to programs, strategic plan implementation, special projects and administrative topics
  • Provide support for effective communication between the CEO and internal programs and departments
  • Maintain credibility, trust, and support with the Executive Team

Board of Directors

• Maintain Board of Directors calendar and coordinate scheduling of Board and Committee meetings, including accurate maintenance of calendar invitations and updates as needed.
• Coordinate new Board member orientation and onboarding process and scheduling.
• Prepare and distribute meeting materials including preparation of presentation items for in-person and virtual audience
• Transcribe accurate and effective meeting minutes and maintain electronic records of all Board documentation including meeting packets, member rosters and terms, policies, manuals and Bylaws.

Strategic Plan Implementation

• Maintain timeline and other documentation related to strategic planning and keep CEO, Executive Team and Board informed of upcoming commitments and responsibilities.

Reporting

• Coordinate regular data collection with Executive Team members and others, and generate regular reporting on key data points.

Special Projects

• Work independently and within teams on special, non-recurring, and ongoing projects in support of the CEO and Executive Team
• Act as a project manager which may include planning and coordinating presentations, disseminating information internally, and organizing agency-wide events
• May assist with implementation of new policies and procedures

Diversity, Equity, and Inclusion

• Contribute to an inclusive workplace culture; adhere to and help evolve PROVAIL’s Equity Statement and Anti-racist Policy.
• Propel a culture of inclusion while collaborating cross departmentally.
• Engage in regular conversations about race and equity through all-staff meetings and trainings.

Additional duties as required.

What you’ll bring:

• High school or equivalent diploma
• 3 years of experience providing support for senior-level executives
• Demonstrated proficiency with full range of office and communication applications, such as Microsoft Office Suite; Zoom, Microsoft Teams and Google Meet; prefer experience with Google Workplace Suite, including Gmail, Calendar and Google Drive/Docs.
• Ability to demonstrate the following competencies:
  • Excellent written and verbal communication skills
  • Outstanding organizational, project management, and time-management skills
  • Ability to multitask and pay attention to detail
  • Ability to manage information flow in a timely and accurate matter
  • Exercise discretion and confidentiality
  • Committed to equity

PROVAIL is committed to diversity & inclusion and continually working to build an organizational culture and climate in which every voice is valued, staff have a sense of belonging and connection with one another and to the organization, and staff feel empowered to do their best work. We specifically encourage people of color, individuals who identify as LGBTQ and individuals with disabilities to apply for this position.

PROVAIL is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, sexual orientation, gender identity, or any other characteristic protected by law.