• Executive Assistant and Office Coordinator

    Job Locations US-WA-Seattle
    Posted Date 2 weeks ago(10/9/2018 11:06 AM)
    Job ID
    2018-1082
    # of Openings
    1
    Category
    Education
  • Overview

    Ada Developers Academy, a fiscally sponsored project of TSNE MissionWorks is an intensive developer training program for women with little or no prior software development experience. In one year, students are taught programming techniques and best practices to enable them to become junior developers. The program consists of two distinct parts, six months in the classroom, and five months of internship, where students refine their skills working on real-world code.

    Responsibilities

    The Executive Assistant will perform a high level of diverse clerical, administrative, and general office assistance and support, to ensure an efficient, and positive work environment for Ada’s Executive Director (ED) and members of the team, in support of its work in forwarding our mission with both internal and external clients. Responsibilities include overseeing day-to-day operations as delegated by the ED while serving as primary liaison to internal and external partners on behalf of the ED. The Executive Assistant functions as an extension of the ED by anticipating needs and proactively addressing issues with an emphasis on sound judgment, initiative and confidentiality, with appropriate but minimal direction.

     

    This position facilitates efficient execution of the ED’s activities by vetting internal and external requests, directing assignments to appropriate staff, working closely with both Ada and TSNE team members, managing internal and external correspondences, taking the lead in briefing and invoice preparation, and managing special events.

    • Executive Support - Provides a high level of administrative support, anticipating and executing on the complex, dynamic needs of the ED. Completes a broad variety of administrative tasks including: managing extremely active calendars of meetings; reading, researching, and routing correspondence and other materials appropriately; drafting letters and documents; collecting and analyzing information; managing the SOW process with partners and TSNE; managing the volunteer process and calendar; and managing the facility operations process and calendar. Provides strategic input and advises the ED when appropriate, on organizational priorities to aid in decision-making, problem-solving, and meeting preparation. Oversees timely completion of expense vouchers and travel and expense reports, responds to requests in a timely fashion and prioritize competing demands;
    • Communications Management - Works closely and effectively with the ED and staff to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Ensures ample time and resources are available on the ED’s calendars to complete critical tasks. Proactively manages all correspondences from the ED's office. Oversees the preparation, production and distribution of background and briefing materials and itineraries related to meetings, presentations, deployments, conferences, and travel. Acts as the ED’s proxy and primary point of communication with Board members, and other constituencies, as appropriate. Assists in coordinating the agendas of the Admin Team, All Hands and Board meetings. Serves as note taker in assigned meetings to ensure that the priorities of the ED and others are recorded and communicated and advises the ED on the status of multiple projects. Prioritizes conflicting needs; handles matters expeditiously, proactively, confidentially and follows-through on projects to successful completion, often with deadline pressures;
    • Management Support - Serves as liaison between the leadership team, committees, board, staff and the ED; Participates as an adjunct member of the Leadership Team including assisting in scheduling, agenda setting, and attending meetings. Tracks deliverables and action items from the meetings for the ED;
    • Office Management - Works with building management and facilities staff to oversee maintenance of all office materials and equipment needs; arranges for repairs as needed. Creates and maintains an inventory of office supplies. Effectively manages relationships with vendors. Orders breakfast, lunch and supplies for staff and student related events;
    • Undertakes other tasks that are consistent with the position, and as assigned by the ED.

    Qualifications

    A strong preference for at least 3 years of senior level experience supporting C-level management; experience providing support in a nonprofit organization is preferred. Outstanding organizational skills, experience in a fast-paced environment, meticulous attention to detail, the ability to successfully prioritize and manage multiple duties, and excellent independent judgment to act on behalf of the ED when appropriate are highly desired. Must be calm and efficient under pressure and able to handle a wide variety of activities and confidential matters with discretion. Will require a time commitment and flexibility commensurate with the needs of the ED.

     

    (We will consider exceptional candidates who do not meet these requirements but otherwise demonstrate a strong combination of the specific qualifications and skills described below).

    • Outstanding verbal and written communication skills;
    • Ability to exercise sensitivity, discretion, judgment, tact and diplomacy given that information handled may be confidential and complex in nature;
    • Excellent people skills, including networking, organizing, and inspiring excellence;
    • Detail-oriented and possess strong organizational skills;
    • Demonstrated ability to multi-task, react and think quickly;
    • A self-starter with a strong sense of ownership and involvement with the initiative to proactively troubleshoot and identify potential problems and resolve conflicts.
    • Ability to know when to seek clarification or assistance;
    • High energy level, enthusiastic, and eager to do what is necessary to be successful;
    • Ability to learn quickly, to respond/react quickly to changing priorities and to be dedicated to completion of required tasks;
    • Ability to build effective professional relationships with stakeholders including staff, Board members, external partners, and donors;
    • Superior computer skills (MS Office Suite & Google Suite, required; Salesforce experience a plus); ability to gather data, compile information, and prepare reports;
    • Demonstrated experience working effectively with people from historically marginalized communities (e.g., communities of color, Tribal and Native communities, poor people, immigrants and refugees, LGBTQ communities, etc.;
    • Enthusiastic support of Ada’s mission and the ability to champion it at many different levels and to differing audiences;
    • Must be committed to the work of social and economic justice organizations.

    Physical Demands/Work Environment

    The physical demands described here are representative of those that must be met to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

    Work is performed in an office environment and in close proximity to other workers.

    While performing the duties of this position, the employee is regularly required to:

    • Talk, hear and see in the normal range, with or without correction;
    • Use hands and fingers and handle and feel objects, tools and or controls;
    • Travel to sites and meetings around the region that may require walking and climbing;
    • Stand; walk; sit (usually for longer periods of time); reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl;
    • Occasionally lift and/or move up to 25 pounds;
    • The noise level in the work environment is usually moderate;
    • Job is not subject to significant occupational or environmental hazards;
    • Likelihood of personal injury would be relatively slight;
    • Environmental and work hazards are not present to a measurable degree.

    Time Commitment

    This is a full-time position (40 hours per week). Full benefits are available upon hire.

     

    TSNE MissionWorks and Ada Developers Academy envision a society grounded in principles of social and economic justice. As such, we strive to achieve excellence through a diverse and inclusive workplace that honors each individual as a whole person. Our vision and values are reflected in all our employment-related decisions, including hiring practices. Accordingly, TSNE MissionWorks actively seeks people who bring diverse backgrounds and perspectives to join us in our work. We value the unique talents and contributions of each of our employees.

     

    As an EOE/AA employer, TSNE MissionWorks/Ada Developers Academy will not discriminate in its employment practices due to an applicant’s race, color, religion, sex, national origin or ancestry, age, sexual orientation, gender identification, genetic information, veteran or disability status, or any other factor prohibited by law.

    Options

    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed