Executive Assistant

Description 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 oppress ions.

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 Share Point

* 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…