Executive Assistant

Job Description

Job Description

Description:

Position  

Executive Assistant

Department

Operations

Reporting Relationship  

Chief Of Staff

Status  

Full-Time, exempt, in-office 

Company Overview

Established in 1958, the Downtown Seattle Association (DSA) is a nonprofit membership organization whose mission is to create a healthy, vibrant downtown for all. By advocating on issues including transportation, economic development, and the urban experience, DSA works to ensure that downtown remains a great place to live, work, shop, and play. DSA also founded and manages the Metropolitan Improvement District, a business-improvement area spanning 285 square blocks downtown. 

Position Overview

The Downtown Seattle Association (DSA) is seeking a highly organized, proactive and collaborative Executive Assistant to provide high-level administrative support to the President & CEO and Executive Office as well as operational support to the organization. This position plays an important role in ensuring the CEO’s time, meetings, communications and priorities are effectively managed and that the executive office operates efficiently.

Working closely with the Chief of Staff, the Executive Assistant will anticipate needs, manage complex scheduling and logistics, prepare for meetings and engagements, coordinate communications and follow-up, and serve as a professional point of contact for DSA board members, members, civic and business leaders, community partners and staff. This person will also serve as the office manager and handle all supply ordering, building maintenance, mail and other logistics.

The ideal candidate is an exceptional organizer and communicator who exercises sound judgment, handles sensitive information with discretion and thrives in a fast-paced, highly collaborative environment.

Duties and Responsibilities

Executive Support

• Manage the President & CEO’s complex and dynamic calendar, including scheduling, prioritizing meetings and resolving conflicts.
• Coordinate internal and external meetings involving DSA leadership, board members, public officials, business and community leaders, members and other key stakeholders.
• Ensure the President & CEO is prepared for meetings and engagements by assembling agendas, background information, briefing materials and other relevant documents.
• Anticipate scheduling, logistical and information needs and proactively address issues before they arise.
• Manage travel arrangements, itineraries, registrations and related logistics for the President & CEO.
• Prepare and process expense reports, invoices and other administrative documentation.
• Draft, proofread and format presentations, meeting materials and other documents.
• Manage incoming requests and communications for the executive office and help determine appropriate routing and follow-up.

Executive Office Coordination

• Partner closely with the Chief of Staff to support the effective operation of the executive office and advancement of organizational priorities.
• Maintain systems for tracking executive commitments, decisions, deadlines and follow-up items.
• Help ensure action items and commitments arising from meetings are documented, communicated and completed.
• Support preparation for meetings with external stakeholders and ensure appropriate follow-up.
• Identify opportunities to improve administrative systems, workflows and processes within the executive office.

Board & Governance Support

• Provide administrative and logistical support for DSA Board of Directors, Executive Committee and other governance meetings in partnership with the Chief of Staff.
• Coordinate meeting schedules, invitations, materials, room logistics and technology.
• Assist with preparation and distribution of board and committee meeting materials.
• Maintain accurate board and committee contact information, calendars and governance records.
• Support board member communications, onboarding, events and other engagement activities.
• Maintain confidentiality of board and executive-level discussions and materials.

Meetings, Events & Stakeholder Relations

• Coordinate logistics for executive-level meetings, receptions, events and stakeholder engagements.
• Serve as a professional and welcoming point of contact for DSA board members, members, partners, elected officials and community stakeholders interacting with the executive office.
• Coordinate meeting rooms, technology, catering and other logistical needs.
• Work across DSA departments to ensure the President & CEO has appropriate information and materials for organizational events, meetings and external engagements.

Administrative & Organizational Support

• Maintain organized electronic files and records for the executive office in accordance with organizational policies and record-retention requirements. 
• Handle confidential and sensitive information with a high degree of professionalism and discretion.
• Assist with special projects and organizational initiatives as assigned.
• Provide occasional administrative support to other members of the senior leadership team when aligned with executive office priorities.
• Assist with internal events and meetings (all staff meetings, employee recognition events, etc).
• Establish office cleaning standards and methods. 
• Ensure staff adheres to standards.
• Triage incoming requests from vendors, staff and stakeholders.
• Perform other duties as assigned.

Employment Details

DSA is committed to internal and market equity. The hourly range for this position is [$Range]. Salary is determined based on internal and market equity, internal and market data/salary ranges, and the applicant’s job-related knowledge, skills, and experience. We will hire at the beginning of the salary range to allow future salary growth based on an employee's performance, professional development, and increases in responsibilities and duties. Downtown Seattle Association provides a comprehensive benefits package including but not limited to: 

 

100% employer-paid**

* Medical/Dental/Vision Coverage

* Life Insurance 

* Long-Term Disability

* ORCA transit card

Paid Vacation 

Sick Leave in accordance with Seattle Sick & Safe

Paid Holidays plus paid personal days 

Remote workdays awarded each year

First Choice Employee Assistance Program 

Flexible Spending Account (medical or dependent) 

Employer-Matched 401(k) Contribution with up to 5% Match

Downtown Seattle Association is an equal opportunity employer. All employees and potential employees will be recruited, selected, trained, promoted, and, if necessary, disciplined without regard to sex, race, religion, creed, marital status, age, national origin, ancestry, color, sexual orientation, gender identity or expression, political ideology or activity, disability, veteran, or military status. All applicants are carefully screened, and full consideration is given to their training, education, skills, aptitudes, experience, and previous work record. In addition, DSA does not discriminate based on genetic information in its employment related policies and practices, including coverage under its health benefits program.  

Requirements:

Minimum Qualifications

• Minimum of 5 years of progressively responsible administrative, executive support or related professional experience.
• Demonstrated experience supporting senior executives or organizational leaders.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Excellent attention to detail and commitment to accuracy.
• Demonstrated ability to exercise sound judgment, discretion and confidentiality.
• Ability to anticipate needs, solve problems independently and take initiative.
• Strong interpersonal skills and ability to work effectively with executives, board members, staff and external stakeholders.
• Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel and PowerPoint.
• Ability to adapt quickly as priorities and schedules change.

Preferred

• Experience supporting a President, CEO, executive director or other senior executive.
• Experience supporting a board of directors or governance committees.
• Experience working in a nonprofit, membership association, civic organization or similarly complex organization.
• Familiarity with Seattle's business, civic, nonprofit or public-sector community.
• Experience coordinating executive-level events, meetings or travel.