Executive Assistant & Operations Coordinator

Status: Full-time (35 hoursto start) | Reports to: Executive Director | Location: Good Shepherd Center, Seattle, WA (on-siteposition)| Start date: Mid-August2026 Alliance Française de Seattle (AF Seattle) is a nonprofit cultural organization and the third-largest Alliance Française in the United States by enrollment. Located in the Wallingford neighborhood, we serve 1,500+ members and 1,000+ students annually through French language education, cultural programming, and community events. This is a dynamic, mission-driven workplace at the heart of Seattle's francophone community. Position Summary The Executive Assistant & Office Coordinator is the operational backbone of AF Seattle. This role sits at the intersection of executive support, human resources administration, financial operations, and office management — ensuring that the Executive Director and leadership team can focus on strategy and mission. The ideal candidate thrives on systems, handles complexity with calm, and takes genuine ownership of the organization running smoothly day to day. Key Responsibilities Executive Support Managethe Executive Director's calendar, scheduling, and external appointments Draft and edit correspondence, reports, board materials, and strategic documents Prepare materials and logisticsfor Board of Directors meetings; take and distribute minutes Coordinate follow-up on Board action items and governance communications Produce a weekly operations summary for the Executive Director HR & Payroll Administration Process monthly payroll and managebenefits tracking and enrollment Maintain staff contracts, I-9 records, and personnel files in compliance with applicable law Coordinate new hire onboarding across all departments Support updates to the employee handbook and HR policy documentation Administer scholarship tracking and manage the scholarship database Process vendor payments, expense reports, and reimbursements Track and reconcile organizational budget lines; prepare financial reports for leadership Managethe grant database; support grant reporting deadlines in coordination with the Director of Development & Programs Handle invoicemanagement and maintain financial records Event Support Assistwith supply ordering, inventorymanagement, and vendor communications Track event budgets and support post-event attendance andimpactreporting Assist Executive Director with her event preparation (speeches, welcoming guests,etc) School & Academic Operations Support student registration, enrollment communications, and class scheduling coordination(phone, emails,etc) Assistwith teacher onboarding paperwork and inductionlogistics Contribute to enrollment and financial reporting for the Language & Exams Center Coordinate course brochure and program description production with relevant staff Office Operations & Communications Inbox Maintain office systems,supplies, and ensure smooth day-to-day operations Hold key holder responsibilities and managebuilding access Monitor and triage the organizational info@ inbox daily; forward, flag, and archive as appropriate Monitor phone calls andmessages Categorize incoming inquiries by name and topic; ensure timelyfollow-up Oversee volunteer scheduling and on-site coordination Managelibrary lending, inventory, and cataloguing Supervisetwo staff members (office assistant and receptionist) Qualifications Required 3+ years of experience in executive support, office administration, or operations — preferably in a nonprofit, cultural, or educational setting Demonstrated experience managing payroll, HR records, or financial administration Exceptional organizational skills and attention to detail; comfort managing multiple priorities simultaneously Strong written communication skills; able to draft professional correspondence and meeting materials with minimal direction Proficiency with Microsoft 365 and Google Workspace (Docs, Sheets, Calendar) and standard office tools Discretion with confidential information (personnel files, financial data, donor records) Self-directed, proactive, and comfortable working in a small team with a high-trust culture Preferred Experience with nonprofit financial tools (QuickBooks, Bill.com, or equivalent) and/or CRM/membership databases French language proficiency (professional or conversational) Experience supporting a board of directors or governance function Experience with fundraising Background in or genuine enthusiasm for French language, Francophone culture, or cultural programming Familiarity with grant administration or grant reporting workflows What We Offer Competitive nonprofit salary, commensurate with experience 401(k) retirement plan with 3% employer match AF Membership, course discount and summer camp discount Accrued PTO (vacation + sick) and paid federal holidays A close-knit, mission-driven team that takes its work seriously and has fun doing it Front-row access to Seattle's vibrant francophone cultural scene End-of-year performance bonuses AF Seattle is an equal opportunity employer committed to building a diverse and inclusive workplace. #J-18808-Ljbffr Alliance Française de Seattle