Executive Assistant and Office Manager; PNW

Posted on January 02, 2018

Philanthropy Northwest is the philanthropy network for Alaska, Idaho, Montana, Oregon, Washington and Wyoming. We envision vibrant, healthy Northwest communities – each with its own unique history, culture and traditions – connected to the natural environment and facing the future with optimism. Founded in 1976, we partner with family funds, foundations and corporate giving programs through professional development, networking, research, publications, public policy work and consulting.

Our work includes three core programs:
1) The Learning Network, a regional community providing opportunities for emerging and established philanthropy leaders to connect, learn and grow;
2) The Giving Practice, a national consulting team bringing customized solutions, deep regional relationships and national expertise to support organizations navigating philanthropy’s changing landscape;
3) An incubation platform for innovative philanthropic projects, including:
Cascadia Foodshed Financing Project and Community Democracy Workshop.

OUR CULTURE

• We elevate the field of philanthropy by identifying opportunities, taking smart risks, challenging our assumptions, experimenting creatively, listening actively, engaging in deep conversations and learning through action and reflection.

• Strong relationships power our work at every level; we build them with care and nurture them attentively.

• We embrace and encourage diversity, equity and inclusion in our community and continuously seek to bring new perspectives into our organization and our networks.

• We are a learning organization that invests in supporting the ongoing growth of our individuals, our team and our community.

• We value high quality work that is grounded in deep mutual respect, healthy work/life balance, clear communication, humor and joy.

THE JOB
We seek an energetic and motivated professional to provide superior executive support to the CEO, and serve as the board liaison, ensuring that the collective experience of the board and individual board members are consistently and professionally stewarded. This position will also manage the Philanthropy Northwest office by ensuring our work space is organized and day to day office operations are running smoothly.

PRIMARY DUTIES AND RESPONSIBILITIES
Executive Services

• Work closely with the CEO to provide executive support, including: calendar management, travel planning and coordination, meeting scheduling, expense reconciliation, and other administrative tasks.

• Represent the CEO’s views and goals in all correspondence and conversations with the community and membership.

• Coordinate special projects as assigned.

Board Liaison

• Partner with the CEO and board chair on developing annual board meeting agendas and activities.

• Manage and coordinate all board meeting logistics, including quarterly board reports and materials, meeting dates and locations, day of logistics, and meeting minutes.

• Ongoing review of governance documents including bylaws, board policies, annual evaluation, board donations, and member status.

• Coordinate and staff the executive and nominating and governance committees, create agendas, coordinate meetings, and take meeting minutes.

Office Management

• Manage day to day operations of the Philanthropy Northwest office, including greeting office visitors, checking mail, and answering the general phone lines.

• Manage office supply inventory.

• Ensure operation of equipment by completing preventive maintenance requirements, troubleshooting malfunctions, calling for repairs, and evaluating new equipment.

• Manage the conference rooms and coordinate usage with internal and external groups.

• Develop and execute office procedures and protocols.

• Manage the office kitchen, including maintaining inventory.

• Support employees with technical assistance as it relates to AV in the conference rooms.

Other

• Engage in enterprise wide activities and team building, including staff meetings, peer coaching, learning and development, staff committees, and other events.

A SUCCESSFUL CANDIDATE WILL BE

• An excellent communicator, verbal and written, and…