Executive Assistant
5 days ago
Bainbridge Island
Job Description The Executive Assistant (EA) is an exciting and highly visible position at Bloedel, requiring interaction with a broad range of internal and external stakeholders and playing a key role in support of Bloedel’s mission. The EA provides overall administrative, organizational, and project support to the President & CEO and serves as a key liaison to the Board of Trustees and Board Committees. The EA also has extensive interaction with staff and community stakeholders through a range of special projects. Professionalism, organization, the ability to cultivate relationships, and flexibility to adapt to the changing needs and priorities of Bloedel are essential. ESSENTIAL JOB DUTIES Executive Support • Provides administrative support and project management for a range of initiatives in which the President & CEO plays a lead role., • Coordinates the President & CEO’s calendar and daily workflow, juggling competing priorities as necessary and making appropriate and informed decisions about available time. Coordinates other organizational calendars as needed., • Schedules internal and external meetings, coordinating all logistics and details, providing relevant preparation materials ensuring appropriate follow-up., • Prepares correspondence, proposals, reports, project management documents, presentations, and other writing tasks as assigned., • Establishes and maintains organizational systems for physical and electronic files., • Leads, coordinates, and assists with special projects as directed by the President & CEO and in response to shifting organizational priorities., • Researches, collects, and prepares information for the President & CEO’s use., • Coordinates with Development team to host donor meetings, including supplying meals and refreshments., • Records important donor touch points that involve the President & CEO, and coordinates with Development team to record these in the donor database., • Schedules, coordinates, prepares agendas, and records minutes for Leadership Team Meetings, All-Staff Meetings, and other meetings as required, in consultation with the CEO., • Assists with and attends select events. Represents Bloedel in the broader community., • Coordinates travel arrangements for the President & CEO and others as designated., • Manages confidential information with discretion. Board Support & Liaison • Provides support to the Board of Trustees and its committees by scheduling and organizing meetings, compiling and distributing meeting notices, agendas, and documents, and preparing minutes., • Plans and oversees logistical arrangements for board and board committee meetings, including space and facility needs, meals and refreshments, supplies, and technology., • Maintains information about the Board of Trustees and potential trustee candidates., • Leads document assembly for board meetings and select committee meetings., • Assists with board committee work including writing reports, creating and maintaining calendars, and copying projects as necessary. Administration • Coordinates and administers projects that support the Bloedel staff including developing systems, and organizing and supporting staff administration, • Coordinates and takes notes for Leadership Team Meetings., • Provides refreshments for All-Staff meetings., • Develops and coordinates the annual budgets for the President & CEO’s office and the Board of Trustees, • Coordinates the maintenance of office equipment, • Other duties as assigned, including support for Communications, Events and Development. PHYSICAL REQUIREMENTS • The ability to lift up to 15 pounds independently., • Ability to stand and work on feet for an extended period. EDUCATION/EXPERIENCE AND SPECIALIZED TRAINING REQUIRED: • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail., • Ability to build relationships with stakeholders, including staff, trustees, external partners and donors., • Expert level written and verbal communication skills., • Strong computer skills including a strong working knowledge of Microsoft Office Suite, Outlook Calendar and Adobe Acrobat., • Prior experience providing high-level support to boards, committees, or other similar work groups., • Ability to work in a group setting or independently., • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response., • Ability to work flexible hours, including nights, weekends and holidays when needed., • 3+ years of relevant professional experience required., • Experience working with nonprofit boards preferred., • Experience working in direct support of a non-profit executive preferred. MATERIAL/EQUIPMENT DIRECTLY USED: Microsoft Office Suite, Adobe Acrobat, Blackbaud Altru, 1Password, WordPress WORKING CONDITIONS: 90% Indoors: Office environment 10% Outdoors: Pacific Northwest weather conditions Benefits This position is eligible for the following benefits: • Medical, dental, and vision insurance, • Short-term and long-term disability and life insurance, • Health care & dependent care flexible spending accounts, • 401k with 5% employer match after 1 year of employment, • 3 weeks of vacation per year, • 12 days of sick leave per year, • 13 days of personal holiday time per year, • Bloedel Reserve membership, • 30% Bloedel Reserve gift shop discount, • $5 per month cell phone allowance Our Commitment to Diversity: Bloedel Reserve is committed to fostering a culture of inclusion and belonging. We recognize that public horticulture has historically excluded and continues to disproportionately exclude Black and Indigenous people, people of color, people with disabilities, and LGBTQ+ people. We strongly encourage applications from individuals with these identities, as well as anyone who brings a unique perspective to our work. We are committed to supporting employees by making accommodations as needed, ensuring accessibility, and promoting an environment where employees feel valued and empowered to grow.