Executive Secretary

Job Description

Job Description

We are looking for an organized and discreet Executive Secretary to support daily business operations in Seattle, Washington. This role combines administrative coordination, office management, and financial support in a fast-moving environment where accuracy and professionalism are essential. The ideal candidate will be comfortable handling confidential records, preparing governance materials, and keeping office processes running smoothly while supporting a range of organizational priorities.

Responsibilities:

• Manage day-to-day office activities, including ordering supplies, coordinating equipment needs, and maintaining an efficient administrative environment.

• Process invoices, payment requests, and payroll-related documentation while helping maintain accurate financial records and reporting.

• Prepare board and shareholder meeting materials such as agendas, notices, packets, resolutions, and follow-up action items.

• Coordinate meeting logistics by arranging venues, travel details, accommodations, and on-site support for board and shareholder events.

• Record, organize, and preserve official meeting minutes, corporate files, and other sensitive organizational documentation.

• Support compliance and reporting efforts by assisting with audits, regulatory filings, proxy materials, and related corporate records.

• Maintain shareholder information, including ownership updates, dividend records, estate matters, correspondence, and contact changes.

• Assist with special projects involving contracts, leases, grants, land-related administration, newsletters, and general operational support.

Benefits:

· Defined Benefit Pension: 20% of gross salary. Vested after 6 months.

· Health Insurance with Regence Blue Shield.

· Dental Insurance with Delta Dental.

· Kavilco will cover up to $10,000.00 deductible on medical and dental insurance claims.

· Employee is entitled to $100,000.00 of life insurance. In Lieu of life insurance coverage for employee, a yearly fitness membership will be provided to employee.

· Employee is entitled to two weeks of vacation.

· Employee is entitled to 5 days of sick leave.

· Kavilco recognizes 12 holidays, eleven coinciding with bank holidays plus Employee’s birthday.

· Monthly parking and/or transit pass will be reimbursed

• Minimum of 4 years of administrative or office support experience in a detail-oriented business setting.

• High school diploma or equivalent required; additional coursework in business administration, accounting, or office management is preferred.

• Hands-on experience with QuickBooks is required, along with strong skills in Microsoft Excel and Microsoft Word.

• Ability to handle confidential information with sound judgment, discretion, and a high level of accuracy.

• Experience preparing meeting documentation, maintaining records, and coordinating schedules or events in a structured office environment.

• Strong written and verbal communication skills, including the ability to produce clear business correspondence and organized documentation.

• Familiarity with payroll support, accounts payable tasks, and general office administration processes is highly valued.

• Experience with WordPress, compliance documentation, or corporate governance support is preferred.