We’re Hiring an Executive Assistant to the CEO

Mary’s Place is seeking an experienced Executive Assistant (EA) to provide high-trust, executive-level administrative support to the CEO, with a primary focus on calendar management, day-to-day flow of executive work, and administrative support for the Board of Directors. This role is critical in enabling the CEO to maximize time, effectiveness, and external impact while maintaining smooth internal operations. The EA is part of a three-person team including the CEO, Chief of Staff, and EA.

The ideal candidate is proactive without overstepping role boundaries, highly organized, discreet, and comfortable in a fast-paced, high-expectations environment. We are seeking someone who is highly adaptable and thrives when problem-solving.

The EA actively engages in Mary’s Place racial equity work–striving for racially equitable outcomes and taking responsibility for creating, maintaining, and affirming communities for people of color, immigrants, and refugees, trans and gender-non-conforming people, and other populations who routinely encounter systemic oppressions.

This is a non-supervisory position reporting to the CEO. The EA works onsite at Mary’s Place main administrative offices in South Lake Union and is required to attend meetings and events at other Mary’s Place and community locations. The position is expected to be fully onsite during the initial evaluation period and may be eligible for one or two remote days thereafter.

This is a full-time salaried exempt position that may occasionally require flexibility to work some weekends, evenings, and holidays. The salary for this position starts at $85,000-$90,000, DOE. Location: In-office during initial alignment period; hybrid eligible thereafter.

Key Administrative Responsibilities

Scheduling and Meeting Coordination

Actively manages the CEO’s daily flow by aligning her calendar with identified priorities, protecting focus time, and supporting smooth transitions between meetings.
Schedules and coordinates internal and external meetings, events, and speaking engagements involving the CEO, gently enforcing established protocols and priorities for her time as needed.
Maintains annual calendar and invitations for Mary’s Place Board of Directors, Committees, and Mary’s Place senior and extended leadership team.
Proactively identifies, requests, and organizes agendas, background materials, and logistics to ensure the CEO is fully prepared for all meetings, events, and speaking engagements.
Maintains contact lists, meeting and catering resources, dietary preferences, and other logistical details to support the CEO’s meetings and events.
Arranges occasional travel for the CEO.

Communications, Correspondence, and Document Management

Communicates professionally, effectively, and promptly with a wide variety of constituents, including board members, elected officials, donors, community partners, Mary’s Place leaders, vendors, and other administrative professionals.
Supports the CEO’s response to time-sensitive correspondence and requests, including drafting and routing documents with discretion and accuracy, researching context, and documenting external interactions.
Provides administrative support for Board operations, including board packets, minutes, rosters, onboarding materials, and upkeep of the Board portal.
Provides limited administrative support to Board Committees, including scheduling meetings and taking minutes as needed.
Routes documents for executive review and approval, including contracts, agreements, internal communications, and donor correspondence.
Maintains highly organized records, shared drives, and administrative systems.
Upholds a strict level of confidentiality

Other Responsibilities

Anticipates the CEO’s needs and ensures consistent communication.
Establishes and maintains effective relationships and boundaries.
Maintains an organized work environment.
Promotes a supportive and constructive workplace culture, and performs essential administrative duties as needed
Tracks expenses and invoices, monitors budgets, and submits expense reports on behalf of the CEO.
Provides backup coverage for the front desk, assisting non-administrative staff, guests, clients, and community members.
Provides administrative support for leadership recruitment processes.
Other duties as assigned, including evenings or weekends.

Requirements

Skills/Qualifications Required

AA/bachelor’s degree or equivalent experience
At least three years of executive-level administrative support (CEO or C-suite preferred)
Exceptional calendar management and prioritization skills
Advanced Microsoft Office skills, including PowerPoint, Teams, and SharePoint
Able to meet deadlines in a fast-paced, rapidly changing environment with high attention to detail and independent judgment
Demonstrated ability to be resourceful, problem-solve, and adapt to ambiguity
Ability to be proactive without overstepping role boundaries
Excellent verbal/written communication skills
Proven trustworthiness, discretion, and confidentiality
Strong customer service orientation
Composed under pressure
Strong commitment to Mary’s Place mission and equity commitment; works well with individuals from diverse backgrounds
Experience with office equipment

Preferred Skills/Qualifications

Work experience in a nonprofit environment
Experience in startup or growth-stage environments
Experience supporting a Board or governing body, including familiarity with Roberts Rules of Order and with board management tools or portals
Experience improving administrative systems or shared drives
Access to personal vehicle to support external meetings and events

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Ability to converse with and listen to people in many different settings
Ability to use a computer and telephone, as well as other standard office equipment
Frequently required to stand, walk, use fingers, hands, and arms
Ability to occasionally push, pull, lift, and/or carry supplies up to 25 pounds
Work takes place in a social services environment where long periods of sitting, working on a computer, walking to various work areas, going up and down stairs, and standing are required
Travel to program sites and meetings outside the site and around the county are necessary
Ability to work in an environment where there may be animals present, including dogs

In compliance with the ADA Amendment Act, should you have a disability that requires assistance and/or reasonable accommodation with the job application process, please contact the Human Resources department.

Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment to meet the physical requirements of the position. Mary’s Place will attempt to satisfy requests if the accommodation needed is reasonable, and no undue hardship to Mary’s Place would result.

Mary's Place offers the following benefits to full-time staff:

Medical and dental insurance with the cost for core employee coverage paid at 100% by the company and competitive family rates
Basic Life insurance of $50,000 at no cost to employee; option to buy additional coverage
403(b) plan with 50% employer match on the first 6% employee contribution. Eligible to participate upon hire; eligible for match after first year of employment
Unlimited use ORCA pass for a small deduction per pay period
Starting at 10 days paid time off (PTO) each calendar year
10 days of sick time each calendar year
10 days of flexible floating holidays each calendar year (accrued 40 hours on Jan. 1 and July 1, and pro-rated during first year)
Employee Assistance Program

Mary’s Place is an Equal Opportunity Employer. We value a diverse workplace and strongly encourage women, people of color and other underrepresented groups, LGBTQ+ individuals, people with disabilities, foreign-born residents, and veterans to apply. We celebrate diversity and are committed to creating an inclusive environment for all employees.

How to Apply

Applications accepted until the position is filled.

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