Executive Assistant

Job title: Executive Assistant

Work Location: Renton

Division/Department: Early Learning Department

Hiring Range: 65,000-70,000k

Reports to: CEO

Full-time

We are seeking an experienced Executive Assistant to serve as the "right-hand" to the Executive and provide principal administrative and individualized support across an organization with multiple and varied programs. The ideal candidate is someone who can navigate and change directions quickly within a fast-paced environment and can embrace a challenge head on with confidence, a calm sense of urgency, and a positive attitude. You must have strong communication skills, along with a professional demeanor, sound judgment, and the ability to build a strong working relationship with the administrator you support. You must be highly detail-oriented, have strong multi-tasking skills, and practice consistent and timely follow-through. You must have high integrity and be able to handle confidential information appropriately. This position involves significant public contact, both internal and external, including program staff, managers, partner agencies, clients, etc. A successful candidate will have demonstrated experience ranging from office support to administrative duties involving decision-making and judgment, including coordinating business functions such as personnel administration, office coordination, event planning, and budget monitoring or management. You should have strong planning, organizational, and time management skills, flexibility, and the ability to work independently and be comfortable operating with ambiguity, meeting deadlines, and prioritizing among multiple projects with a dynamically changing workload.

Best Candidate Will demonstrate:

• Understanding and awareness of program services, policies, procedures, laws, rules, and regulations. Ability to demonstrate and apply this knowledge in the performance of administrative support tasks. Ability to explain and interpret program information to clients/customers and staff.
• Ability to identify and understand issues, problems, and opportunities; determines course of action; develops appropriate solutions
• Ability to develop ideas into plans of action and to coordinate the actions through implementation
• Ability to present ideas clearly and effectively in written form; ability to edit, adjust language or terminology to meet the needs of the audience or as appropriate; ability to use correct grammar, organization, and structure.
• Ability to compile, assimilate, organize, and analyze printed and electronic information. Ability to apply knowledge of data research and manipulative analysis.
• Plans and monitors the use of expenditures to meet organizational objectives and compliance; prepares budget documents and reports.
• Ability to clearly convey, persuade, and negotiate information and ideas to individuals or groups

RESPONSIBILITIES: Specific responsibilities of the Executive assistant include, but are not limited to:

Executive & Strategic Support:

• Provide comprehensive executive and administrative support that facilitates the CEO’s ability to effectively lead the organization and focus time on the organization’s highest priorities
• Serve as the primary point of contact for internal and external constituencies on matters pertaining to the CEO, exercising sound judgment, professionalism, discretion, and confidentiality
• Maintain awareness of organizational policies, commitments, deadlines, and emerging issues to ensure the CEO is appropriately informed and prepared
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately
• Support the CEO in prioritizing competing demands and protecting executive time by assessing meeting requests, scheduling needs, deadlines, and other commitments
• Serve as a bridge for effective communication and coordination between the CEO, Executive Leadership Team, staff, board members, partners, and other stakeholders.
• Draft, review, format, and prepare correspondence, memos, presentations, reports, talking points, and other communications on behalf of the CEO.
• Handle sensitive and confidential organizational and personnel information with a high level of discretion.
• Maintain a working understanding of the organization’s major programs, contracts, initiatives, deliverables, and compliance requirements to support CEO-level oversight and awareness as needed
• Coordinate with program and department leadership to gather relevant programmatic, operational, contract, and compliance information for CEO review
• Track key organizational deadlines, reporting requirements, compliance activities, or emerging risks for CEO awareness and/or action, as needed
• Run, compile, organize, and review reports, dashboards, summaries, and other information to provide the CEO with timely visibility into organizational performance
• Review and synthesize information from departments and programs to identify items requiring CEO attention, follow-up, decision-making, or escalation.
• Prepare executive-level summaries and supporting materials that enable the CEO to quickly understand program status, compliance considerations, risks, decisions needed, and next steps.
• Support follow-through on CEO directives and organizational commitments by tracking action items, responsible parties, deadlines, and completion status.
• Maintain and improve executive monitoring systems, reporting workflows, and accountability tracking processes to strengthen organizational visibility, timely follow-through, and leadership decision-making

Calendar, Priority & Meeting Management:

• Strategically manage the CEO’s calendar, balancing internal priorities, external engagements, organizational needs, and protected focus time.
• Coordinate complex scheduling across internal teams, external partners, Board members, funders, community stakeholders, and other constituencies.
• Evaluate and prioritize meeting requests in alignment with CEO and organizational priorities.
• Proactively identify scheduling conflicts, preparation needs, travel requirements, deadlines, and other factors that may impact the CEO’s time.
• Ensure the CEO has adequate preparation, transition, and focus time between high-priority meetings and commitments.
• Maintain awareness of upcoming commitments and provide timely reminders, context, materials, and follow-up.
• Coordinate and prepare for CEO meetings, including scheduling, invitations, reminders, agendas, supporting documents, presentations, technology, and meeting logistics.
• Prepare comprehensive meeting materials and briefing documents so the CEO has the information and context necessary for effective participation and decision-making.
• Attend designated CEO, leadership, organizational, Board, partner, and other meetings to document discussions, decisions, action items, and follow-up requirements.
• Record, prepare, distribute, and maintain accurate meeting minutes and records for assigned meetings.
• Track meeting action items and follow up with responsible staff or stakeholders to support timely completion.
• Maintain organized records of meeting materials, minutes, decisions, and supporting documentation for future reference and accountability.

Event, Engagement & Travel Coordination:

• Coordinate and manage events, engagements, meetings, retreats, and other activities involving the CEO and/or Executive Department
• Work with the Executive Leadership team and other departments to coordinate CEO outreach, appearances, presentations, and stakeholder engagement activities.
• Management event logistics as required, including scheduling, invitation, materials, venue coordination, technology, catering, transportation, and other arrangements as needed
• Coordinate CEO travel and accommodations, including itineraries, transportation, lodging, meetings, schedules, etc
• Provide hospitality to guests and support a professional and welcoming environment for organizational visitor and partners.
• Other duties as assigned

QUALIFICATION REQUIREMENTS:

• AA degree required or equivalent work experience
• 5 years of proven experience as an executive assistant or other relevant admirative support experience
• Strong organizational skills and ability to prioritize multiple tasks seamlessly with a strong attention to detail
• Excellent written and verbal communication skills
• A proactive approach to problem-solving with strong decision-making skills
• Time-management skills
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), and social media web platforms
• Very strong interpersonal skills and the ability to build relationships with key stakeholders

More about Voices of Tomorrow’s

VOT’s mission is to preserve immigrant & refugee children’s identity through culturally responsive child-focused programs. Our agency works closely with community partners to eliminate racial inequities in the Early Learning System which deeply affect Immigrant and Refugee children’s growth, development, and academic performances. Early childhood is the most critical phase of human development. The focus of VOT is to create early learning programs that preserves the child’s culture and language, while advancing African indigenous parenting practices and community-driven narratives. Substantial research shows that early adversity, including loss of a language, is associated with diminished health across the life course and across generations.

Our work is guided by the following foundational principles:

RACIAL EQUITY. Community representation is paramount in all of Voices of Tomorrow’s programs, policies, and activities. Program components are grounded in community needs, and programs are designed with the input of the communities we serve.

CULTURAL RESPONSIVENESS. We strive to create opportunities to preserve culture through the celebration of diversity. We welcome all who apply their resources, cultural knowledge, and experience to address solutions for removing barriers facing our community.

HEALTH AND SAFETY. Embedded in our work is an understanding that good prenatal and early childhood mental health is foundational to reducing long term stressors and negative impacts on adulthood.

STRENGTHS-BASED. Our programs are designed to empower families and communities to use the existing knowledge of their families and communities, enabling resiliency in a manner in which they can share their knowledge through the education of core life skills.

CHILD FOCUS. We encourage parents and caregivers to foster positive relationships with children and caregivers, as strong family bonds give children their best start in early childhood development.

Pay: $65,000.00 - $70,000.00 per year

Benefits:

• Health insurance
• Paid time off
• Vision insurance

Work Location: In person