Executive Administrative Assistant

Description

JOB DESCRIPTION: EXECUTIVE ADMINISTRATIVE ASSISTANT

REPORTS TO: PEOPLE AND OPERATIONS DIRECTOR

CLASSIFICATION: NON-EXEMPT / HOURLY

WAGE: $26.00 - $31.00 per hour

SCHEDULE: Full-Time, Monday- Friday 7:30 AM – 4:30 PM with occasional nights and weekends, on a volunteer basis

Job Summary

The Executive Administrative Assistant provides high-level administrative support to the Directors of the Children’s Developmental Center (the “Center”), ensuring the smooth day-to-day operation of executive, human resources, board, and front office functions. Reporting to the People and Operations Director, with a dotted-line relationship to the Executive Director, this position coordinates administrative and clerical activities, supports HR and board processes, and provides the first level of customer service to clients and visitors. This is an individual-contributor role and does not supervise staff.

Essential Duties & Responsibilities (not An Exhaustive List)

Executive & Director Support: Provides direct administrative support to the People and Operations Director and the Executive Director.

• Provide calendar management, scheduling, and meeting coordination for the Directors.
• Prepare, format, and proofread correspondence, memos, reports, presentations, and other documents.
• Coordinate travel arrangements, registrations, and related logistics for the Directors and staff as needed.
• Collaborate with finance to process expense reports, reimbursements, and check requests in coordination with accounting support.
• Track deadlines, follow-ups, and action items to help the Directors manage priorities.
• Maintain strict confidentiality and professional discretion when handling sensitive executive, personnel, board, and organizational information.
  
  

Human Resources Administrative Support: In coordination with, and under the direction of, the People and Operations Director.

• Coordinate recruitment logistics, including posting jobs, collecting applications, and scheduling interviews.
• Coordinate new employee orientation logistics and complete and verify all new-hire paperwork.
• Track and schedule employee and volunteer training, including HIPAA training.
• Coordinate benefits enrollment, benefits changes, and annual open enrollment under the direction of the People and Operations Director.
• Maintain employee personnel files, ensuring confidentiality, within the HR records system overseen by the People and Operations Director.
• Process employee status-change paperwork.
• Direct employee handbook, benefits, and HR-related questions from staff and applicants to the People and Operations Director, and provide general administrative assistance with routine inquiries.
  
  

Board Administrative Support: In partnership with the Executive Director and People and Operations Director.

• Schedule board and committee meetings and coordinate related logistics, including room setup, materials, and technology.
• Prepare and distribute board agendas, meeting packets, and supporting materials in advance of meetings.
• Attend board and committee meetings as requested to take, transcribe, and distribute minutes.
• Maintain board records, rosters, contact lists, and governance documents (e.g., bylaws and policies) in an organized and current filing system.
• Coordinate board communications, correspondence, and scheduling.
• Support preparation of board reporting materials, onboarding of new board members, and the annual meeting calendar.
  
  

Client & Front Office Services: Provides back up of customer service and general clerical support.

• Answer phone calls and direct calls to appropriate parties or take messages.
• Respond to emails, answering questions and forwarding messages as appropriate.
• Receive and distribute confidential electronic and paper communications and mailing correspondence.
• File and distribute documents, including medical, client, student, program, and other confidential information subject to the Health Insurance Portability and Accountability Act (HIPAA) regulations.
• Manage procedures for outgoing confidential information, ensuring proper “release of information” forms/consent and secure distribution and receipt of sensitive information.
• Step in to support front office coverage as needed.
  
  

Facilities & Operations Support: Coordinates day-to-day facilities and administrative operations for the building.

• Maintain inventory and place orders for office supplies, computer hardware and software, and organizational documents and supplies.
• Schedule emergency and long-term maintenance needs and support facility contract administration under the People and Operations Director’s oversight.
• Serve as the day-to-day contact person for contractors that maintain grounds and facilities (e.g., copier, building security, HVAC).
• Coordinate communication with staff, tenants, and others about facility maintenance.
• Maintain and update accurate filing and record-keeping systems in accordance with records-management requirements established by the People and Operations Director.
• Other related duties as assigned.
  
  

REPORTING RELATIONSHIP

This position reports directly to the People and Operations Director, who is responsible for supervision, performance management, and day-to-day work direction. The position also maintains a dotted-line reporting relationship to the Executive Director, providing direct executive and board administrative support while coordinating competing priorities and workload through the People and Operations Director. This position has no supervisory responsibilities.

Qualifications / Requirements

• High school diploma or GED required; associate’s degree or administrative certification preferred.
• Three or more years of progressively responsible administrative or executive support experience, ideally supporting senior leadership.
• Excellent verbal and written communication skills, including strong proofreading and document-preparation abilities.
• High level of professionalism, discretion, and confidentiality in handling sensitive executive, personnel, and board information.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), databases, and other related software.
• Experience supporting human resources or board/governance functions preferred.
• A demonstrated commitment to high professional ethical standards, confidentiality, and to ensuring equity and inclusion in a diverse workplace.
• Ability to establish and maintain trusted professional working relationships.
• Must have the ability to commute locally for events (up to 10% of the time). If commuting via personal vehicle, must maintain a WA State driver’s license and vehicle insurance.
• Due to our work with vulnerable populations, a background check including criminal record history and pre-employment drug screening is required.
• Due to working in a building with access to children, immunization history and a negative Tuberculin test are required. COVID-19 vaccination is required.
• Ability to work occasional nights and weekends as needed, compensated as overtime where applicable.
  
  

ACCOMMODATION STATEMENT

The Children’s Developmental Center is committed to providing equal employment opportunities to all individuals and ensuring an inclusive and accessible workplace. We provide reasonable accommodation to applicants and employees with disabilities to support full participation in the hiring process and in the performance of essential job functions. If you require accommodation at any stage of the application, interview, or employment process, please contact us so that we can work together to meet your needs.

WORKING CONDITIONS

The Children’s Developmental Center is welcoming to individuals with diverse physical and/or mental abilities. The physical demands and essential functions described here are representative of those that must be met, with or without reasonable accommodation. Prolonged periods of working on a computer and the ability to lift up to 20 lbs. at a time are required. To request reasonable accommodation, employees are encouraged to contact their supervisor or the Administrative Manager.

The above statements are not intended to be construed as an exhaustive list of all responsibilities and skills required for this position. Flexibility and improvement of job skills are essential to all positions at the Children’s Developmental Center.

Requirements

QUALIFICATIONS / REQUIREMENTS

• High school diploma or GED required; associate’s degree or administrative certification preferred.
• Three or more years of progressively responsible administrative or executive support experience, ideally supporting senior leadership.
• Excellent verbal and written communication skills, including strong proofreading and document-preparation abilities.
• High level of professionalism, discretion, and confidentiality in handling sensitive executive, personnel, and board information.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), databases, and other related software.
• Experience supporting human resources or board/governance functions preferred.
• A demonstrated commitment to high professional ethical standards, confidentiality, and to ensuring equity and inclusion in a diverse workplace.
• Ability to establish and maintain trusted professional working relationships.
• Must have the ability to commute locally for events (up to 10% of the time). If commuting via personal vehicle, must maintain a WA State driver’s license and vehicle insurance.
• Due to our work with vulnerable populations, a background check including criminal record history and pre-employment drug screening is required.
• Due to working in a building with access to children, immunization history and a negative Tuberculin test are required. COVID-19 vaccination is required.
• Ability to work occasional nights and weekends as needed, compensated as overtime where applicable.