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executive administrative support

Arboretum Foundation

<p>Gardens are an essential part of the human experience. We visit gardens to find peace and healing, to be with friends and family and to better understand and connect with the natural world. Plants shape how we live, what we notice, and how we care for one another.</p><p>Right now, we are building something extraordinary in Seattle: an exceptional organization that brings together the unique strengths of the Arboretum Foundation and the University of Washington Botanic Gardens. We are joining forces to become a destination garden, exemplifying leadership in scientific research, public engagement, and inclusive access. Our vision is to be a home for learning, a force for sustainability, and a gateway to wonder. In every visit and through every season, we&rsquo;ll help people of all ages meaningfully connect with the living world of plants and how they shape our lives and our shared future.</p><p>The Executive Assistant provides high-level administrative support to the Chief Executive Officer (CEO) serving as a trusted partner in advancing the organization's mission. This role also plays a critical part in facilitating effective communication and coordination with the Board of Directors. The successful candidate will be exceptionally organized, proactive and have impeccable attention to detail, excellent time management and communication skills. They will be comfortable in a fast-paced environment and able to adeptly manage competing priorities and nuanced situations. This role requires good judgment and discretion, and an elevated level of professional and administration skills. The successful candidate will be responsible and reliable.</p><p>The Executive Assistant works closely with the Chief Executive Officer and Executive Leadership Team while also interfacing across SBG&rsquo;s program teams.</p><p><b>ESSENTIAL DUTIES AND RESPONSIBILITIES</b></p><p><b>Executive Support</b></p><ul><li>Work effectively with the CEO to keep them well informed of upcoming commitments and responsibilities and follow up appropriately</li><li>Oversee scheduling and manage complex, frequently shifting calendars for the CEO including scheduling meetings, appointments, submitting timesheets, and travel arrangements with both internal and external stakeholders</li><li>Screen and prioritize incoming communications and requests, exercising sound judgment in routing or responding on behalf of the CEO</li><li>Draft and send correspondence as requested</li><li>Provide a bridge for smooth communication between the CEO, leadership team, and SBG staff</li><li>Coordinate logistics for internal and external meetings, including agendas, materials, catering, note-taking, and follow-up on action items</li><li>Handle confidential information with the highest level of integrity and discretion</li><li>Anticipate the needs of senior leadership and proactively address administrative challenges before they arise</li><li>Track deadlines, deliverables, and commitments on behalf of the CEO</li><li>Prepare, proofread, and edit correspondence, presentations, reports, and briefing materials as needed on behalf of senior leadership</li></ul><p><b>Board of Directors Relations</b></p><ul><li>Serve as the primary administrative liaison between the Executive Leadership Team and the Board of Directors</li><li>Coordinate all Board and committee meeting logistics, including scheduling, venue or virtual platform arrangements, and catering</li><li>Prepare and distribute Board meeting materials, including agendas, board packets, minutes, and supporting documents in a timely manner</li><li>Record accurate and thorough minutes during Board and committee meetings; track and follow up on Board action items</li><li>Maintain current Board rosters, contact information, committee assignments, and governance documents</li><li>Support onboarding of new Board members and coordinate Board orientation materials</li><li>Assist with planning Board retreats, recognition events, and other governance-related gatherings</li><li><b>Organizational Administrative Support</b></li><li>&middot; Manage and reconcile executive expense reports and credit card statements</li><li>&middot; Coordinate domestic and international travel arrangements, including itineraries, accommodations, and transportation</li><li>&middot; Support special projects, strategic initiatives, and event planning as directed by the CEO</li><li>&middot; Maintain organized digital and physical filing systems for executive and Board records</li><li>&middot; Build positive relationships with donors, partners, government contacts, and other external stakeholders on behalf of leadership</li><li>&middot; Maintain rosters for professional organization membership such as the American Public Garden Association</li><li>&middot; Contribute to opportunities for process improvement and service/practice strengthening</li><li>&middot; Uphold the organization&rsquo;s values</li></ul><p><b>DESIRED SKILLS</b></p><ul><li>Exceptional written and verbal communication skills</li><li>High EQ with strong interpersonal and diplomacy skills</li><li>Superior organizational and problem-solving skills with the ability to manage multiple competing priorities and meet deadlines with minimal supervision</li><li>Ability to create effective tracking and management systems, follow up on open issues and carry tasks through to successful completion</li><li>Good judgement and the ability to handle sensitive and confidential information with professionalism, maturity, and discretion</li><li>Detailed-oriented, attention to accuracy</li><li>A growth mindset and openness to learning and giving and receiving timely feedback</li><li>Work as a member of a team with a strong collaborative and customer service orientation</li><li>A commitment to participating in anti-racism work and supporting teammates in operationalizing DEI strategies</li><li>Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), MS Teams, Zoom, nonprofit management software, and data management tools</li><li>Familiarity with or passion for plant life, nature, public gardens, science, or conservation a plus</li></ul><p><b>DESIRED EXPERIENCE</b></p><ul><li>5+ years of experience in an executive assistant or senior administrative role, preferably in a nonprofit, cultural institution, or mission-driven organization</li><li>Proven experience supporting C-suite executives and/or governing boards</li><li>Experience supporting leaders through change, complexity, ambiguity, and growth</li><li>Experience planning and coordinating events or board retreats</li><li>Demonstrated ability to manage multiple projects and work collaboratively across teams, change work priorities as new assignments arise, meet successive deadlines, problem-solve, and multi-task</li><li>Experience with nonprofit governance, board management platforms, or donor management software</li><li>Bachelor's degree in business administration, communications, nonprofit management, or a related field strongly preferred</li></ul><p><b>PHYSICAL REQUIREMENTS</b></p><p>Due to the nature of this position, work will primarily be on-location at the Graham Visitor Center and the Center for Urban Horticulture, with some remote work. The Graham Visitor Center is three stories without an elevator. The role requires the ability to lift heavy objects (up to 40 lbs), drive an electric cart for donor and visitor tours, and climb stairs to access office equipment, kitchen area and workstations. We understand that these may not comply with every individual&rsquo;s ability and encourage applicants to inform us of any accommodations needed to create a welcoming, safe environment for the employee. We are committed to working with the successful applicant on making necessary accommodations for the role when an offer is presented. The position involves periodic weekend and evening work.</p><p><b>BENEFITS</b></p><p>● Generous paid vacation, sick time and holidays</p><p>● Medical, dental, and vision</p><p>● Matching retirement contribution</p><p>● Office located in a beautiful garden setting!</p><p><b>TO APPLY</b></p><p>Please send your resume and cover letter to jobs@arboretumfoundation.org. Please, no calls or in-person visits without an appointment. Position open until filled, with a priority deadline of May 11, 2026.</p><p><i>Disclaimer:</i></p><p><i>This job description is not to be construed as an exhaustive list of all responsibilities, duties, and skills required for this position. All employees may be required to perform duties outside of their typical responsibilities from time to time, as needed, to meet the organization's ongoing needs.</i></p><p><i>EEO Statement:</i></p><p><i>The Arboretum Foundation is an Equal Opportunity Employer. Employment opportunities at the Arboretum Foundation are based on one's qualifications and capabilities to perform the essential functions of a particular job. All employment opportunities are provided without regard to race, creed, color, religion, sex, pregnancy or maternity, national origin, age, HIV, AIDS, and Hepatitis C status, marital status, sexual orientation, gender identity; honorably discharged veteran or military status, genetic information, the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with a disability or, any other characteristic protected by law.</i></p><ul><li><i>This Equal Employment Opportunity policy governs all aspects of employment, including, but not limited to, recruitment, hiring, selection, job assignment, promotions, transfers, compensation, discipline, termination, layoff, access to benefits and training, and all other conditions and privileges of employment.</i></li></ul><p>Pay: $68,000.00 - $78,000.00 per year</p><p>Application Question(s):</p><ul><li>Do you have experience supporting senior level management? </li></ul><p>Experience:</p><ul><li>Executive administrative support: 5 years (Preferred)</li></ul><p>Work Location: In person</p>

Executive Assistant

ALLEN INSTITUTE

<div><p><b><i>Executive Assistant &ndash; Allen Institute</i></b></p>
<div><p>The mission of the <b>Allen Institute</b> is to unlock the complexities of bioscience and advance our knowledge to improve human health. Using an open science, multi-scale, team-oriented approach, the Allen Institute focuses on accelerating foundational research, developing standards and models, and cultivating new ideas to make a broad, transformational impact on science.</p>
<p>The <b>Allen Institute</b> is launching a new initiative on human brain health and disease. This initiative aims to dramatically accelerate our understanding of human brain structure and function, identify the molecular, cellular and circuit basis of disease progression, and pioneer new therapeutic strategies targeting vulnerable and affected cell types. Our mission focuses on taking a human-centric approach to understanding and treating disease, combining a large-scale open science discovery approach across multiple diseases, AI-based disease modeling, and translational programs in specific diseases to move from discovery to clinical application. We aim to make transformational change in understanding and treating brain disorders, the biggest health challenge of our time.</p>
<p>We are seeking an <b>Executive Assistant</b> to provide a range of administrative, planning, and support services of a complex and confidential nature to several senior scientific leaders of this new initiative. An essential member of the team and reporting to the Executive Director of Scientific Operations, the Executive Assistant will anticipate needs, clear obstacles, and identify opportunities to take ownership of tasks and projects. All duties are expected to be done with rigor and accuracy to ensure action items are assigned and in progress and serve colleagues with confidence across the Allen Institute through exceptional interpersonal skills and relationship management. This individual will often represent leadership and serve as the first point of contact with the Allen Institute, requiring effective and competent interaction and communication with executive level professionals both internally and externally. This position works both independently and in close collaboration with stakeholders at multiple levels of the organization.</p>
<p>At the Allen Institute, we believe that science is for everyone &ndash; and should be open to everyone. We are dedicated to combating biases and reducing barriers to STEM careers more broadly.
</p><p>We also believe that science is better when it includes different perspectives and voices. We strive to make the Allen Institute a place where everyone feels like they belong and are empowered to do their best work in a supportive environment.
</p><p>We are an equal-opportunity employer and strongly encourage people from all backgrounds to apply for our open positions.</p>
<p><i>*Please attach a cover letter with your application*</i></p>
<p><b>Essential</b><b> </b><b>Functions</b></p>
<ul><li>Manage expenses and timely submission of expense reports
</li><li>Coordinate domestic and international travel, arranging complex and detailed travel plans, itineraries, and agendas, as needed</li>
<li>Manage and maintain active and complex calendars in a dynamic environment
</li><li>Communicate with the general staff on leadership&rsquo;s behalf, coordinating and scheduling internal and external meetings, as well as video and teleconferences</li>
<li>Management and coordination of seminars, workshops and other onsite events including hosting and arranging travel for visitors to the Institute</li>
<li>Manage and update leaders&rsquo; curriculum vitae (CV)</li>
<li>Compose routine correspondence including letters, memos, emails, and timely responses to actionable requests</li>
<li>Handle and coordinate administrative purchasing for department</li>
<li>Actively drive special projects as assigned</li>
<li>Serve as a key point of contact for administrative questions and issues relating to organizational structure, project codes, and general operations</li>
</ul>
<p><i>*</i><i>Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This description reflects management&rsquo;s assignment of essential functions; it does not proscribe or restrict the tasks that may be assigned.*</i></p>
<p><b>Required</b><b> </b><b>Education</b><b> </b><b>and</b><b> </b><b>Experience</b></p>
<ul><li>High School Diploma or equivalent</li>
<li>Minimum 2 years of work experience in an administrative capacity</li>
<li>Proficient with Microsoft Office applications, including Outlook, Teams, One Drive, SharePoint, Word, Excel, and PowerPoint</li>
</ul>
<p><b>Preferred</b><b> </b><b>Education</b><b> </b><b>and</b><b> </b><b>Experience</b></p>
<ul><li>Bachelor&rsquo;s degree</li>
<li>3-5 years of executive administrative support experience</li>
<li>3 years of experience supporting senior/executive leaders</li>
<li>Experience coordinating/managing multiple projects on tight deadlines</li>
<li>Experience with Oracle software</li>
<li>Experience with Smartsheet software</li>
<li>Experience with EndNote or Zotero software</li>
<li>Strong customer and colleague communication skills</li>
<li>Exceptional attention to detail</li>
<li>Demonstrated ability to maintain confidentiality</li>
<li>Basic business writing skills and the ability to draft written communications</li>
<li>Ability to learn new technologies</li>
<li>Excellent interpersonal and time management skills</li>
<li>Demonstrated ability to improve processes</li>
<li>Prior experience in a research or health sciences environment</li>
</ul>
<p><b>Physical</b><b> </b><b>Demands</b></p>
<ul><li>Fine motor movements in fingers/hands to operate computers and other office equipment</li>
<li>Frequently required to sit, stand, walk, stoop, kneel, or reach</li>
</ul>
<p><b>Position</b><b> </b><b>Type/Expected</b><b> </b><b>Hours</b><b> </b><b>of</b><b> </b><b>Work</b></p>
<ul><li>Full-time / 40 hours per week</li>
<li>This role is currently able to work both remotely and onsite in a hybrid work environment &ndash; <i>working</i><i> </i><i>a minimum of</i><i> three</i><i> days</i><i> </i><i>per</i><i> </i><i>week onsite</i>. We are a Washington State employer, and the primary work location for all Allen Institute employees is 615 Westlake Ave N.; any remote work must be performed in Washington State.</li>
</ul>
<p><b>Additional</b><b> </b><b>Comments</b></p>
<ul><li>Please attach a cover letter with your application</li>
<li>**Please note, this opportunity does not offer relocation assistance**</li>
<li>**Please note, this opportunity does not offer work visa sponsorship**</li>
</ul>
</div><p><b>Annualized</b><b> </b><b>Salary</b><b> </b><b>Range</b></p>
<ul><li>$92,250 - $114,100</li>
</ul>
<ul><li>Final salary depends on required education for the role, experience, and level of skills relevant to the role, along with work location, where applicable.</li></ul>
<p><b>Benefits</b></p>
<ul><li>Employees (and their families) are eligible to enroll in benefits per eligibility rules outlined in the Allen Institute&rsquo;s Benefits Guide. These benefits include medical, dental, vision, and basic life insurance. Employees are also eligible to enroll in the Allen Institute&rsquo;s 401k plan. Paid time off is also available as outlined in the Allen Institute&rsquo;s Benefits Guide. Details on the Allen Institute&rsquo;s benefits offering are located at the following link to the Benefits Guide: https://alleninstitute.org/careers/benefits.</li>
</ul>
<p><i>It is the policy of the Allen Institute to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, the Allen Institute will provide reasonable accommodations for qualified individuals with disabilities.</i></p></div>

Baker Tilly Canada

<div><h1 class="jobSectionHeader"><b>Overview</b></h1><p></p><p>
Baker Tilly is a leading advisory, tax and assurance firm, providing clients with a genuine coast-to-coast and global advantage in major regions of the U.S. and in many of the world&rsquo;s leading financial centers &ndash; New York, London, San Francisco, Los Angeles, Chicago and Boston. Baker Tilly Advisory Group, LP and Baker Tilly US, LLP (Baker Tilly) provide professional services through an alternative practice structure in accordance with the AICPA Code of Professional Conduct and applicable laws, regulations and professional standards. Baker Tilly US, LLP is a licensed independent CPA firm that provides attest services to its clients. Baker Tilly Advisory Group, LP and its subsidiary entities provide tax and business advisory services to their clients. Baker Tilly Advisory Group, LP and its subsidiary entities are not licensed CPA firms.</p><p>
Baker Tilly Advisory Group, LP and Baker Tilly US, LLP, trading as Baker Tilly, are independent members of Baker Tilly International, a worldwide network of independent accounting and business advisory firms in 141 territories, with 43,000 professionals and a combined worldwide revenue of $5.2 billion. Visit bakertilly.com or join the conversation on LinkedIn, Facebook and Instagram.</p><p></p><p>
Please discuss the work location status with your Baker Tilly talent acquisition professional to understand the requirements for an opportunity you are exploring.</p><p></p><p><i>
Baker Tilly is an equal </i><i>opportunity/affirmative</i><i> action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability or protected veteran status, gender identity, sexual orientation, or any other legally protected basis, in accordance with applicable federal, state or local law.</i></p><p></p><p><i>
Any unsolicited resumes submitted through our website or to Baker Tilly Advisory Group, LP, employee e-mail accounts are considered property of Baker Tilly Advisory Group, LP, and are not subject to payment of agency fees. In order to be an authorized recruitment agency (&quot;search firm&quot;) for Baker Tilly Advisory Group, LP, there must be a formal written agreement in place and the agency must be invited, by Baker Tilly's Talent Attraction team, to submit candidates for review via our applicant tracking system.</i></p><p></p><h1 class="jobSectionHeader"><b>
Job Description:</b><br>
</h1><h2 class="jobSectionHeader"><b>
The Executive Business Partner serves as an extension of senior firm leadership, providing high-impact executive enablement that directly supports business effectiveness, continuity, and decision-making. This role exercises substantial independent judgment in managing complex and shifting executive priorities, including the strategic allocation of leader time, assessment of competing demands, resolution of conflicts, and proactive identification of risks and emerging issues that may impact leadership effectiveness or business outcomes.</b></h2><p></p><div><div><div><div><div><div><div><div><div><h2 class="jobSectionHeader"><b>
In this position, Executive Business Partners serve as a liaison between executives and key stakeholders across service lines, geographies, industries, and internal functions (ESO), supporting leadership priorities, initiatives and communications. The role routinely handles confidential and sensitive information, applies professional discretion in managing access and communications on behalf of leadership. Periodic travel may be required in support of leadership meetings and events.</b></h2><p></p><h2 class="jobSectionHeader"><b>
Responsibilities:</b></h2><p></p><p><b>
Executive &amp; Administrative Support - 50%</b></p><ul><li><h3 class="jobSectionHeader"><b>
Perform a broad range of high-level administrative duties for multiple senior leaders, using independent judgment in managing complex and shifting calendars, travel, meetings, and executive logistics, including assessing priorities, resolving conflicts, and allocating time strategically.</b></h3></li></ul><p></p><p><b>
Meetings, Events &amp; Materials Preparation - 20%</b></p><ul><li><h3 class="jobSectionHeader"><b>
Drafts, edits, and formats correspondence, presentations, reports, and communications on behalf of leadership, applying discretion, professional judgment, and firm positioning.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Coordinates logistics for meetings and events, attends meetings as requested, documents decisions and action items, and ensures follow-up on key items.</b></h3></li></ul><p></p><p><b>
Executive Readiness &amp; Communication Management - 10%</b></p><ul><li><h3 class="jobSectionHeader"><b>
Partner closely with the senior leader to ensure awareness of upcoming commitments and responsibilities, providing timely reminders and follow-up.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Apply judgment and prior experience to anticipate needs.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Serves as a liaison to internal and external stakeholders, synthesizing information, coordinating follow-up, and facilitating decision-making for leaders.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Monitor and filter the leader&rsquo;s email for items requiring immediate attention and draft or send communications on the leader&rsquo;s behalf as appropriate.</b></h3></li></ul><p></p><p><b>
Reporting, Deliverables &amp; Operational Support - 10%</b></p><ul><li><h3 class="jobSectionHeader"><b>
Anticipates needs and emerging issues, identifying risks, proposing solutions, and independently resolving challenges to ensure seamless executive operations.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Provide hands-on support for leadership deliverables.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Proactively generate and maintain organizational reports such as budget tracking, performance metrics, statistical records, and process documentation, with limited direction to support leadership decision-making.</b></h3></li></ul><p></p><p><b>
Project Coordination, Discretion &amp; Core Team Participation - 10%</b></p><ul><li><h3 class="jobSectionHeader"><b>
Track and support critical initiatives, ensuring timely completion.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Design and maintain organized and compliant electronic records, documentation, and operational information, ensuring auditability and business continuity.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Participate in Core initiatives, team-building events, and other centralized administrative function activities to enhance team cohesion and operational effectiveness.</b></h3></li></ul><p></p><h2 class="jobSectionHeader"><b>
Qualifications:</b></h2><ul><li><h3 class="jobSectionHeader"><b>
Certificates (List) Highschool Diploma required, Bachelor's Degree preferred.</b></h3></li><li><h3 class="jobSectionHeader"><b>
8-10 years of senior-level administrative support experience.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Proficiency in managing complex calendars, travel, meetings, and expense reporting with high accuracy and efficiency.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Strong written and verbal communication, including drafting, formatting, and proofreading correspondence and presentations.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Ability to balance competing priorities and proactively manage multiple tasks in a fast-paced environment.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Ability to handle sensitive information with professionalism, discretion, and integrity.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Maintains electronic files, records, and operational documentation in an organized and accessible manner.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Produces high-quality deliverables, ensuring accuracy in reports, presentations, and communications.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Effectively liaise with internal and external stakeholders, facilitating clear communication and follow-up.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Anticipates needs, identifies potential issues, and acts independently to resolve challenges.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Skilled in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools (Teams, SharePoint, calendar management platforms).</b></h3></li><li><h3 class="jobSectionHeader"><b>
Comfortable adjusting priorities and processes to meet changing business needs and leadership requirements.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Ability to travel as required.</b></h3></li><li><h3 class="jobSectionHeader"><b>
Ability to work extended hours during peak periods or special events, as required.</b></h3></li></ul><p></p><p>
The pay rate range for this job position is $30.61 to $54.00. Actual compensation is influenced by a variety of relevant factors including but not limited to applicant&rsquo;s skills, prior experience, qualifications, degrees, professional certifications, work arrangements and geographic location. Baker Tilly offers a comprehensive compensation and benefits package to eligible employees.</p></div></div></div></div></div></div></div></div></div></div>

Executive Business Partner

City of Seattle

<div><div><div><h2 class="jobSectionHeader"><b>Position Description</b></h2></div>
<p></p><div><p>The City of Seattle Fire Department is seeking a regular, full-time Administrative Specialist III to support our Operations Administrative Division. This position interacts with division heads and external sources on a daily basis dealing with highly confidential, sensitive information. The ability to work effectively in a fast-paced environment with changing priorities is essential in this role because the Operations Division works a 24-hour schedule, four platoon structure.</p><p>
This position operates out of the Seattle Fire Department Headquarters located in the Pioneer Square area. Some remote work may be available.</p></div><p></p>
<div><h2 class="jobSectionHeader"><b>Job Responsibilities</b></h2></div>
<p></p><div><ul><li>Provide daily, direct, complex administrative support to the Assistant Chief of Operations and the Operations Division.</li><li>
Create memos, including drafting, editing and formatting Word documents, Excel spreadsheets, and PowerPoint presentations.</li><li>
Ensure daily staffing needs are met by compiling documentation, such as: permanent transfers, temporary transfers, administrative time off, release from duty, apparatus memos, emails, and letters utilizing established policies.</li><li>
Enter data to the Chief&rsquo;s Journal, Activity Scheduler, and SharePoint.</li><li>
Produce weekly reports compiling information from multiple sources to share with the Leadership Team.</li><li>
Serve as an Administrative Support Liaison (24/7 on call) to the Fire Department Resource Management Center (RMC). Report to the RMC as requested for multiple alarm fire emergency incidents, civil disturbances, marches or protests, inclement weather activations by the Emergency Operations Center (EOC), and large-scale special events that occur throughout the city.</li><li>
Coordinate all Operations Division Executive travel and training. Track Division expenditures, manage and monitor travel/training budget, authorize expenses and reimbursements. Process all travel invoices from members to be paid by the Department.</li><li>
Manage all incoming Department correspondence, enter into log, route through the Chain of Command, and track and relay responses.</li><li>
Perform complex calendaring utilizing Microsoft Outlook. Arrange meetings both internally and externally for multiple attendees and venues to meet required timelines. Research, assemble, and prepare materials for Executive meetings.</li><li>
Administrative management of the Wildland Firefighting Team: ensure all documentation for deployment is accurate, SharePoint site is up to date, and all forms are current for team members.</li><li>
Administrative management of the Simulations Training Program: ensure all documentation and scheduling is accurate for a program with the 45 members and a very complex training schedule.</li><li>
Provide administrative management of the Standard Operating Guidelines (SOG) Program: schedule team meetings, research and fact check SOGs by reviewing multiple sources, and collaborating with teams from across the Department. Ensure scheduled release of SOGs is tracked and adjusted as necessary.</li><li>
Create digital content (static images/graphics/diagrams) for SOGs, post incident analysis reports, and scenario-based training programs.</li><li>
Other duties as assigned.</li></ul></div><p></p>
<div><h2 class="jobSectionHeader"><b>Qualifications</b></h2></div>
<p></p><div><p>Requires three years of clerical support experience (or a combination of education, training and/or experience which provides evidence of the ability to perform work of the class).</p><p>
A successful candidate will also possess the following skills and abilities:</p><ul><li>
Excellent writing, editing, and proofreading skills.</li><li>
Excellent organizational skills with the ability to handle multiple work projects simultaneously.</li><li>
Ability to self-start and work with limited supervision.</li><li>
Ability to be flexible and participate in cross-training as requested.</li><li>
Familiarity with maintaining complex tracking systems and databases.</li><li>
Excellent customer service and communication skills.</li><li>
Proficient in MS Word, MS Excel, PowerPoint and Outlook.</li><li>
Possesses knowledge of SharePoint and Adobe products.</li><li>
Proficiency in using Microsoft Office, Teams, SharePoint, and OneDrive as essential business tools.</li><li>
Experience using Microsoft Power Platforms (Power BI, Power Apps, Power Automate) greatly preferred.</li><li>
Proficiency in Adobe Creative Cloud or similar programs for creating multi-media content.</li><li>
Experience researching, vetting, fact checking, and producing reports for a large audience.</li></ul></div><p></p>
<div><h2 class="jobSectionHeader"><b>Additional Information</b></h2></div>
<p></p><div><p>The full salary range for this position is $39.65 - $44.51 per hour.</p><p>
The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life, and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members .</p><p>
The Seattle Fire Department is looking to create a diverse team of hardworking, committed individuals with a passion for public service and who are deeply aligned with our City's values of Race and Social Justice. The City of Seattle is an Equal Opportunity Employer. Applicants are considered for positions without regard to race, color, religion, creed, sex, sexual orientation, national origin, ancestry, age, disability, marital status, veteran status, gender identity, political ideology, or any other basis prohibited by federal, state, and local laws.</p></div></div></div><p></p>
<br><div></div><div><div><div><p>The City of Seattle offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.</p></div></div></div>

Administrative Specialist 3 - BU

YMCA Of Greater Seattle

<div>Overview:<div></div><div><b><br>
Our Commitment to Equity
</b><br>
The Y actively promotes a culture free from bias and injustice. We are dedicated to removing institutional and systemic barriers that result in oppression and racism. We will be accountable to marginalized communities for creating equitable and sustainable environments where social justice is woven into every facet of our programs, and by caring for our communities in a culturally versatile and respectful manner.</div><p></p><div><b><br>
Job Summary</b></div><div>
The YMCA of Greater Seattle is currently looking for temporary, short-term help for our Office of the President. The Executive Assistant serves as a primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the President/CEO and communicates with the board of directors, volunteer leaders, the Association&rsquo;s leadership team(s), and staff. They work independently, while managing up, on projects from conception to completion and works across functions and teams in the organization to ensure the CEO&rsquo;s point of view and needs are represented and met.</div><p></p><p><br>
The Executive Assistant will demonstrate the following attributes:</p><ul><li>
Strengthen the Y&rsquo;s culture by demonstrating the values of the Y - honesty, caring, respect, responsibility, and passion for excellence - in every aspect of work
</li><li>Deep commitment to the mission of the YMCA, its members and the communities served</li><li>
Proven champion of social responsibilities, diversity, and inclusion; model cultural competence and support diversity, effectively working with people of different backgrounds, abilities, opinions, and perceptions
</li><li>Demonstrate executive presence, influence, and gravitas.</li><li>
Demonstrates teamwork and personal accountability, seeking and providing feedback, coaching, and resources for development</li><li>
Strategic, results-oriented, growth focus and strong work ethic; takes initiative and holds self and others accountable to meet or exceed quantitative and qualitative goals relating to operations, people (employees and members), philanthropy, finance, and volunteerism
</li><li>Responsible for continuous quality improvement of office practices and procedures</li><li>
Facilitate change, seek opportunities in the change systems process, model adaptability, and lead transition and transformation in support of the Y&rsquo;s mission
</li><li>Inspire others; promote creativity, generate excitement, and reward risk taking, while consistently demonstrating a high level of emotional maturity, maintaining a positive attitude and building strong relationships</li><li>
Culture influencer, trust builder, pacesetter, change maker at the systems level, and community connector</li><li>
Passionate community organizer and advocate
</li><li>Big thinker at the systems level to drive sustainable social change</li><li>
Established reputation as a diplomatic team player who is able to transcend personal politics, engage a wide range of ideologies, and build consensus and community</li><li>
Ability to work through political barriers, build consensus, and enact change
</li><li>Eloquent, articulate, and persuasive communication style (oral and written)</li></ul><div><b>
Position Type/Expected Hours of Work</b></div><div>
This is a full-time, temporary position from April, 2026 to December 31, 2026, with the potential to transition into a permanent role.<i> This position will be expected to work majority of the week from the Association Office in downtown Seattle, with some remote flexibility as agreed upon. Some evening and weekend flexibility is required, although not the standard expectation.</i></div><div></div><div><b><br>
What you'll get from working at The Y</b></div><ul><li>
Membership to the YMCA of Greater Seattle for you and your household</li></ul><div></div><div><b><br>
Hiring Range: $27.00-$33.00 hourly</b></div>
Responsibilities:
<ul><li>Works directly with the President/CEO and anticipates their needs to provide support to all aspects of their daily work. Manages President/CEO&rsquo;s day-to-day calendar and the annual calendar for the Association and supports the development and implementation of meeting agendas and logistical arrangements for all Association meetings involving the President/CEO.</li><li>
Serves as main contact for communications to the senior leadership team and assist administratively to maximize effectiveness. Determines priority of matters of attention for the executive team; redirect matters to staff members to handle, or handle matters personally, as appropriate.</li><li>
Develops and manages budgets directly overseen by the Office of the President/CEO. Processes all expense reports and invoices, time reports, and PTO requests for the office of the President/CEO.</li><li>
Collects data and documents for the senior leadership team. Helps collect information and draft briefing materials and reports to ensure President/CEO is prepared and positioned to advance organizational goals and initiatives.</li><li>
Independently composes, prepares, and follows-up on internal and external correspondence on behalf of the President/CEO. Attends meetings with and on behalf of the President/CEO, as needed.</li><li>
Attends planned and ad hoc meetings, providing direct support to the President/CEO. Schedules meetings, organizes agendas and materials, takes and disseminates notes, tracks and follows up on all action items. Follow up on outstanding actions to ensure timely completion. Manages special projects as assigned.</li><li>
Serves as back up to the Executive Assistant &ndash; Board Liaison to the Board of Directors for general communications, inquiries, and scheduling.
</li><li>Support AO Board and Executive Committee in person meetings, as needed, ensuring proper procedures, tasks and action items are completed in a timely manner.</li><li>
Assists President/CEO with agenda setting and material preparation for SLT meetings, retreats, business reviews, listening session, and related meetings. Researches background material and prepare agendas, and presentation material for meetings. Creates supplemental materials (PowerPoint presentations, financial charts, special reports, executive summaries, etc.) independently and in collaboration with other staff members, as needed.</li><li>
Handles administrative tasks for the President/CEO including travel planning, expense reporting, onboarding of direct reports, space planning, mail management, hosting all hands meetings, and other administrative tasks and projects as needed.
</li><li>May provide supervision and/or team leadership for other administrative staff.</li><li><i>Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.</i></li></ul><div></div><div><br>
Code of Conduct for Applicants</div><div></div><div><b><br>
All employees and volunteers </b><b>are responsible for</b><b> adhering to abuse prevention policies, </b><b>maintaining</b><b> </b><b>appropriate boundaries</b><b>, completing required training, reporting suspicious or inappropriate behavior, and </b><b>complying with</b><b> mandated reporting requirements.</b></div><div></div><div><b><br>
Responsible for ensuring staff are properly screened, trained, </b><b>supervised</b><b> and held accountable to the organization&rsquo;s </b><b>abuse</b><b> risk management standards.</b></div>
Qualifications:
<ul><li>High school diploma required; bachelor&rsquo;s degree preferred.</li><li>
8-10 years&rsquo; experience as an Executive Assistant.</li><li>
Experience supporting a CEO and Board of Directors for a nonprofit organization strongly preferred.</li><li>
Must be proactive, biased for action, deadline driven, detail oriented, able to work independently, maintain confidentiality and exercise judgment and discretion in the performance of all functions and responsibilities.</li><li>
Outstanding planning skills and the ability look and plan ahead.</li><li>
Excellent oral and written communication skills; comfortable interacting with senior level executives and other staff within and outside of the organization with a great deal of tact and diplomacy.</li><li>
Ability to effectively and efficiently handle multiple, simultaneous, and complex tasks and projects.</li><li>
Work well with a diverse group of people, at all levels, particularly in an executive environment, and with a high level of professionalism.</li><li>
Demonstrated integrity and work ethics. Strong organizational and time management skills.</li><li>
Experienced at organizing prioritizing, and scheduling work assignments; employee performance management skills.</li><li>
Must have advanced skill level in Microsoft Word, Excel and PowerPoint, as indicated by proficiency testing.</li><li>
Proficiency in any board management software strongly desired.</li><li>
Ability to relate effectively to diverse groups of people from all social and economic segments of the community; track record of building authentic, constructive relationships with others</li><li>
Strong strategic planning skills including execution expertise</li><li>
Demonstrated experience in financial planning, budgeting, and analysis</li><li>
Ability to partner and provide strategic level input to senior leadership and the ability to influence others at all levels of the organization</li></ul><div><b><br>
Preferred Qualifications</b></div><ul><li>
Prefer knowledge of and previous experience with, diverse populations (language, culture, race, physical ability, sexual orientation, etc.). Ability to speak any language in addition to English may be helpful.</li><li>
Experience with using Artificial Intelligence tools to drive greater administrative and operational efficiency is preferred.</li></ul><p><b>
You'll</b><b> </b><b>be a great fit for the Seattle Y if you:</b></p><ul><li>
Thrive on working in a collaborative environment.</li><li>
Are very adaptable.</li><li>
Have high ownership and strong work ethic.</li><li>
Are a great problem solver who can think on your feet.</li><li>
Truly enjoy being of service to people.</li><li>
Like being part of a team that cares about one another as people and enjoy working together.</li><li>
Want to know that the work you do contributes to building a better, stronger community for all.</li></ul><p><b>
OUR MISSION</b></p><p>
Building a community where all people, especially the young, are encouraged to develop their fullest potential in spirit, mind, and body.</p><p><b>
OUR VALUES</b></p><ul><li>
Respect</li><li>
Responsibility</li><li>
Honesty</li><li>
Caring</li><li>
Passion for Excellence</li></ul><p>
YGS is an equal opportunity employer and is committed to creating a diverse and equitable work environment. Qualified applicants will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by local, state, or federal law.</p><p><i>
We are a drug</i><i> </i><i>&amp; alcohol</i><i>-free workplace.</i> <i>We</i><i> </i><i>participate</i><i> </i><i>in the Federal E-Verify system.</i><i> </i><b><i>All job offers are contingent on the results of a background check</i></b><b><i> </i></b><b><i>in accordance with</i></b><b><i> </i></b><b><i>Washington's Fair Chance Act.</i></b></p><p><b>
If you need</b><b> </b><b>assistance</b><b> </b><b>of any kind with the application process, reach out to</b><b> </b><b>recruiting@seattleymca.org.</b></p></div><p></p>

Executive Assistant - Office of the President

Insight Global

<div>
 <p>
  Executive Administrative Assistant
 </p>
 <p>
  Location: Puget Sound, WA &ndash; onsite 3 days / week required
 </p>
 <p>
  Compensation: $35-45/hr + OT Eligible, Benefits starting day 1
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Required Experience
  </strong>
 </p>
 <ul>
  <li>
   7&ndash;10+ years as an Executive Administrative Assistant
  </li>
  <li>
   2+ years supporting GM‑level or senior executives
  </li>
  <li>
   3+ years managing complex calendars for multiple executives
  </li>
  <li>
   3+ years coordinating travel and expense management
  </li>
 </ul>
 <p>
  <strong>
  </strong>
 </p>
 <p>
  <strong>
   Strong Plus
  </strong>
 </p>
 <ul>
  <li>
   Prior experience supporting leaders (highly preferred)
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Role Overview
  </strong>
 </p>
 <p>
  This role provides direct administrative and operational support to two General Managers within a fully remote, West Coast&ndash;leaning team. The Executive Administrative Assistant will manage complex scheduling across time zones, coordinate travel and expenses, and support team operations and ad hoc projects in a fast‑paced, matrixed environment.
 </p>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Core Responsibilities
  </strong>
 </p>
 <ul>
  <li>
   Manage high‑volume, complex calendaring for two GMs across PST, MST, and CST time zones
  </li>
  <li>
   Coordinate domestic travel and expenses, with limited international travel (up to one trip per quarter)
  </li>
  <li>
   Track expenses, purchase orders, and administrative workflows
  </li>
  <li>
   Support ad hoc team and operational projects, including meeting and project tracking
  </li>
  <li>
   Create and maintain Excel‑based tracking tools for meetings, initiatives, and deliverables
  </li>
  <li>
   Document meetings and distribute notes and action items as needed
  </li>
  <li>
   Support team operations, including equipment ordering for new hires
  </li>
  <li>
   Assist with planning occasional remote or onsite team events
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Time Breakdown
  </strong>
 </p>
 <ul>
  <li>
   40% calendaring
  </li>
  <li>
   20% travel and expense management
  </li>
  <li>
   40% team operations and ad hoc project support
  </li>
 </ul>
 <p>
  <br/>
 </p>
 <p>
  <strong>
   Ideal Candidate Profile
  </strong>
 </p>
 <ul>
  <li>
   Proven experience supporting senior‑level executives in enterprise environments
  </li>
  <li>
   Extremely detail‑oriented with strong organizational and prioritization skills
  </li>
  <li>
   Comfortable working independently in a remote setting
  </li>
  <li>
   Experience managing confidential information with discretion
  </li>
  <li>
   Strong written and verbal communication skills
  </li>
  <li>
   Experience with large, matrixed organizations is a strong plus
  </li>
 </ul>
 <p>
  <strong>
   Required Skills
  </strong>
 </p>
 <ul>
  <li>
   Executive‑level calendaring and coordination
  </li>
  <li>
   Travel booking and expense processing
  </li>
  <li>
   Basic to intermediate Excel (tracking and reporting)
  </li>
  <li>
   Purchase order and operational tracking experience
  </li>
  <li>
   Proficiency with Microsoft tools (Outlook, Excel, PowerPoint, Word)
  </li>
 </ul>
 <p>
 </p>
</div>


Executive Administrative Assistant

NationSafe Protection

<p><b>Overview</b><br/>We are seeking a dynamic and highly organized Executive Assistant to join our team and support our leadership with efficiency and professionalism. NationSafe Protection is a United States based company focused on physical and digital protection. Reporting directly to an Executive Director within the company, this role is a senior position and vital in ensuring smooth daily operations, managing complex schedules, and facilitating seamless communication across departments. The ideal candidate will thrive in a fast-paced environment, demonstrate exceptional organizational skills, and possess a proactive attitude to anticipate needs and solve problems promptly. This salaried position offers an exciting opportunity to contribute to a thriving organization while developing your administrative expertise.</p><p><b>Duties</b></p><ul><li>Manage and maintain detailed calendars using Microsoft Outlook Calendar, Google Workspace, and other scheduling tools, coordinating meetings, appointments, and events with precision.</li><li>Provide comprehensive executive administrative support including drafting correspondence, proofreading documents, transcribing notes, and preparing reports with accuracy.</li><li>Organize and coordinate a variety of events, meetings, and conferences from planning stages through execution, ensuring all logistics are handled efficiently.</li><li>Handle multi-line phone systems with professionalism and courtesy, practicing excellent phone etiquette while directing calls or taking messages as needed.</li><li>Oversee office management tasks such as filing, data entry, record keeping, and maintaining organized digital and physical files.</li><li>Assist with bookkeeping responsibilities using QuickBooks or similar software to track expenses, process invoices, and manage petty cash.</li><li>Support project coordination efforts by tracking deadlines, preparing materials, and liaising with team members to ensure timely completion of tasks.</li><li>Manage personal assistant duties including travel arrangements, expense reports via DocuSign or other platforms, and other confidential tasks that support executive needs.</li><li>Provide exceptional customer service to our clients</li></ul><p><b>Requirements</b></p><ul><li>Proven experience in an administrative or executive assistant role with strong office management skills.</li><li>Demonstrated proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, and data entry systems.</li><li>Excellent organizational skills with the ability to prioritize tasks effectively in a busy environment.</li><li>Strong typing skills combined with transcription and proofreading abilities for document accuracy.</li><li>Experience with bookkeeping tools such as QuickBooks is highly desirable.</li><li>Exceptional communication skills including phone etiquette and professional interpersonal interactions.</li><li>Familiarity with multi-line phone systems, calendar management tools like Microsoft Outlook Calendar, and electronic signature platforms such as DocuSign.</li><li>Ability to handle confidential information discreetly while maintaining a high level of professionalism.</li><li>Previous office experience including clerical duties like filing, front desk responsibilities, and customer service is preferred. Join us as an Executive Assistant if you&rsquo;re eager to bring energy into your workday while supporting leadership through meticulous organization and proactive problem-solving!</li></ul><p>www.NationSafeUSA.com</p><p>Email: HR@NationSafeUSA.com</p><p>Pay: $95,000.00 - $125,000.00 per year</p><p>Benefits:</p><ul><li>401(k)</li><li>Dental insurance</li><li>Employee assistance program</li><li>Flexible schedule</li><li>Health insurance</li><li>Health savings account</li><li>Paid time off</li><li>Parental leave</li><li>Tuition reimbursement</li><li>Vision insurance</li></ul><p>Work Location: Hybrid remote in Seattle, WA 98115</p>

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