Executive Assistant to the CEO
(We are authorized to hire Washington residents only. This position works one day a week at our Tukwila office and remote the other four days of the week.)
About the role
Reporting directly to the Chief Executive Officer, the Executive Assistant is an experienced and highly skilled administrative professional with a demonstrated track record of successfully supporting CEOs, senior executives, and other high-profile stakeholders. This role requires exceptional judgment, discretion, professionalism, and a deep understanding of executive-level support. The Executive Assistant is proactive and anticipates needs, manages complex calendars and competing priorities, prepares senior leaders for meetings and engagements, coordinates correspondence with VIPs and external partners, and ensures commitments, decisions, and follow-up items are effectively tracked through completion.
The Executive Assistant is an exceptional writer who produces polished presentations and executive-level correspondence, prepares meeting materials and agendas, captures clear and actionable meeting notes, and maintains accurate records and spreadsheets. This role also provides end-to-end support for executive meetings and events, including planning, preparation, stakeholder coordination, and day-of logistics. Success in this position requires an experienced professional who anticipates needs, identifies opportunities to provide support, and proactively addresses details and priorities without requiring direction. Experience with project management and report development is highly valued.
Key duties included managing scheduling, preparing agendas and taking minutes, drafting presentations, creating and maintaining spreadsheets and databases with the highest degree of accuracy, project work, and a variety of other administrative responsibilities.
Essential functions
- Provides high-level administrative support to the Chief Executive Officer and senior leadership staff, including coordination and professional communication with board members, funders, community partners, VIPs, and other key stakeholders
- Anticipates the CEO’s administrative and logistical needs, proactively preparing information, materials, communications, and follow-up needed to support upcoming priorities and engagements
- Tracks goal progress through Trello to ensure projects, assignments, and follow-up actions are completed on schedule
- Prepares for meetings and engagements by creating agendas, organizing materials, preparing presentations, and ensuring the CEO and senior leadership have the information needed
- Owns and manages the CEO’s calendar, coordinating meetings, organizational events, and special engagements, including scheduling, advance planning, vendor and stakeholder coordination, materials preparation, and day-of logistics
- Attends meetings, takes comprehensive notes, records decisions and action items, and provides post-meeting follow-up to ensure next steps are clearly communicated
- Ensures meetings run smoothly by arriving in advance to set up the room, prepare materials, and test technology
- Coordinates travel plans, itineraries, and services for the Chief Executive Officer and senior leadership, including assisting with expense reports
- Maintains a high degree of discretion and confidentiality when handling sensitive organizational, personnel, executive, and board-related information
- Support Department of Equity and Evaluation (DEE) with contacting and scheduling focus group participation
- Support DEE form collection and processing
- Support DEE with project management tracking
- Performs additional duties as assigned
Qualifications
- At least 2 years of experience in a program support or administrative role.
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook)
- High level of comfort with learning and using online databases or CRMs; experience with Salesforce is a plus.
- Good verbal and written communication skills.
- Demonstrated ability to manage multiple priorities and meet deadlines in a dynamic environment.
- Strong organizational skills and attention to detail.
- Ability to work independently and collaboratively across departments.
- Culturally responsive and respectful of diverse communities and work environments.
Requirements
- Minimum of 5 years of executive administrative experience, including demonstrated success directly supporting a CEO, executive-level leader, or senior leadership team.
- Exceptional calendar and scheduling management skills, with the ability to manage competing priorities, anticipate needs, exercise sound judgment, and stay ahead of executive priorities.
- Strong proficiency in Microsoft Office Suite, with demonstrated ability to create polished presentations, correspondence, reports, meeting materials, spreadsheets, and tracking tools.
- Exceptional written and verbal communication skills, with experience communicating professionally with executives, board members, VIPs, external partners, and other key stakeholders.
- Demonstrated experience preparing for and supporting executive meetings and events, including agendas, presentations, detailed meeting notes, action-item tracking, event planning, and day-of logistics.
- Proven ability to work independently with discretion, professionalism, sound judgment, and exceptional attention to detail while proactively identifying and addressing executive support needs.
- Demonstrated ability to work effectively in a remote environment with a high degree of integrity, dependability, accountability, and consistent engagement during scheduled work hours.
