Sr. Administrative Assistant; Hybrid

Job Title

Sr. Administrative Assistant

Mid‑size non‑profit organization located in downtown Seattle is seeking a skilled Sr. Administrative Assistant for a 6‑month temporary‑to‑hire opportunity. This hybrid role requires three days a week onsite presence, with the possibility of additional onsite days during large events or conferences. The position involves providing executive‑level administrative support primarily to the Chief Executive Officer, and secondarily to the Vice President.

• Manage complex calendars, internal and external meeting logistics, agendas, and materials preparation.
• Support executive project planning and coordination, tracking deadlines and follow‑up items.
• Draft, edit, and prepare executive communications, including company‑wide messages, reports, newsletters, and marketing or press materials.
• Manage the CEO’s CV, NIH‑required registrations, online accounts, and password records.
• Maintain files, documentation, and support materials for executive initiatives and grants/contracts as assigned.
• Design, create, review, and format complex documents, manuals, and procedural materials.
• Coordinate and manage travel planning and arrangements for the CEO and organizational staff, ensuring compliance with travel policies.
• Serve as administrator for the travel booking platform and support travel bookings as needed.
• Serve as administrator for the expense reporting platform, providing training, troubleshooting, and support for employees.
• Maintain and help enforce travel and expense procedures.
• Manage procurement of goods and services, creating, submitting, and tracking purchase orders.
• Develop, implement, and maintain administrative standard operating procedures related to purchasing, document control, and administrative workflows.
• Oversee daily office operations, including workspace planning, furniture needs, and equipment coordination.
• Liaise with building property management and external service providers to address facility issues and maintenance.
• Maintain records management processes, administrative operations, and facility‑related documentation.

• Proficient in administrative support and Microsoft Office suite.
• Experience as an Executive Assistant with calendaring and event coordination skills.
• Experience with SharePoint, Concur Expense, and handling purchase orders.
• Proficiency in Adobe Acrobat, Photoshop, InDesign, Illustrator, Premier Pro, and Captivate.

• BA/BS degree or four years of administrative/technical experience may substitute for educational requirement.
• Four years of progressively responsible related work experience or any equivalent combination of education, experience, and training.
• Excellent verbal and written communication skills.
• Strong time‑management, prioritization, and problem‑solving abilities.
• Demonstrated organizational and multi‑tasking skills with strong attention to detail.
• Strong interpersonal skills and commitment to teamwork.
• Proven ability to learn and adapt to new software applications and technology.
• Experience in planning and executing successful meetings and events.

The Sr. Administrative Assistant provides advanced, high‑level administrative support to the Chief Executive Officer and two Vice Presidents. This role administers company‑wide travel systems, oversees purchasing and the SharePoint PO workflow, manages office and facilities operations, and coordinates major organizational events, including Board of Directors meetings and annual group travel. The position is hybrid, requiring three days a week onsite, with potential for additional onsite days during large events or conferences.

Contract‑to‑Hire, Seattle, WA.

Pay range: $33.85 – $37.00 per hour.

Benefits may include:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre‑tax and Roth post‑tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long‑term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, vacation or sick leave)

Final date to…