Executive Assistant - KCLS Foundation

Executive Assistant

Job Number 2026-00164 The KCLS Foundation is seeking a highly skilled and relationship-focused, 30 hours/week (benefits eligible), Executive Assistant to provide exceptional support to the Executive Director and serve as a key liaison to our Board of Directors. This role requires professionalism, discretion, and the ability to anticipate needs in a dynamic environment. The Executive Assistant will manage complex administrative responsibilities, support high-level decision-making, and maintain strong working relationships with board members and internal strategic partners. This position requires excellent judgment, flexibility, and a proactive approach to problem-solving. The Executive Assistant will support the Executive Director by managing complex calendars, coordinating correspondence, preparing confidential documents, and should be comfortable working with high-profile board members. This role requires anticipating the Executive Director's needs, exercising sound independent judgment, and handling sensitive information with discretion. The position also involves credit card reconciliation, expense management, and producing high-quality written materials such as reports, agreements, presentation decks, meeting minutes, RFPs, and manuals. Additionally, the Executive Assistant will maintain master templates, mailing lists, and standardized documents while using databases and project management tools like Monday.com to support organizational workflows. To succeed in this role, the ideal candidate will bring prior Executive Assistant experience, excellent verbal and written communication skills, and a high level of detail orientation. They should be comfortable working in a fast-paced environment, and able to adapt to a flexible schedule. Strong judgment, confidentiality, and relationship-building skills are essential. Familiarity with databases and project management platforms will further support the Executive Assistant's ability to stay organized and maintain consistency across Foundation processes.

About King County Library System (KCLS): KCLS has a vision of a world where knowledge allows diverse communities to prosper and grow. In order to support this vision, we create opportunities through meaningful connections by acting as the knowledge sharing center for over 1.5 million diverse patrons, providing an unparalleled collection of library materials, resources, technology, services, and programs. Approximately 1,000 engaged and passionate staff provide service in 50 community library locations and patron engagement using direct outreach, programs, and virtual assistance. Our service area includes cities, towns, tribal lands, and unincorporated districts of King County, with the exception of the city of Seattle. From a 2021-2022 comprehensive Diversity, Equity, and Inclusion (DEI) Assessment Demographics and Language Report, of the more than 1.5 million residents who live within the KCLS service area, almost half identify as Black, Indigenous, or People of Color (BIPOC). Moreover, roughly one-third of the KCLS community speaks a language other than English as their first language. The King County Library System values the diverse perspectives, lived experiences, and cultures of all qualified individuals. We seek applicants that reflect the diversity of the communities we serve and encourage individuals of all backgrounds to apply, including BIPOC (Black, Indigenous, and other people of color), immigrants, refugees, women, LGBTQIA+, individuals with disabilities, veterans, etc. KCLS welcomes reasonable accommodations for persons with disabilities as an opportunity to assist qualified individuals to participate in the job application or interview process and/or perform the essential functions of the position upon hire. Need an accommodation to apply or interview? Call View phone number on click.appcast.io or email View email address on click.appcast.io. KCLS ensures equal opportunities and consideration for all job applicants, without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. KCLS does not tolerate discrimination or harassment during any stage of employment, including in recruiting, hiring, promotion, termination, leave of absence, compensation, or training.

Examples of Duties

Essential Duties/Major Responsibilities:

Any of the following duties may be performed. These examples are not necessarily performed by all incumbents, however, and do not include all specific tasks an incumbent may be expected to perform.

1. Manage all accounts payable and accounts receivable workflow, account reconciliations, associated general ledger and reporting. Ensure accuracy of journal entries.
2. Develop and maintain organizational controls related to financial and administrative policy and procedures in compliance with GAAP requirements.
3. Assist with financial forecasting and budgeting.
4. Research, resolve and respond to vendor or staff inquiries and discrepancies in a courteous, timely manner. Work with staff members to ensure compliance with donor designations and receipting practices.
5. Act as primary liaison between KCLSF and KCLS Finance Department with respect to reimbursements, grants and in-kind donations.
6. Prepare financial statements and detailed revenue and expenditure reports for KCLSF Board Treasurer and provide detailed information for IRS filings. Identify and document unusual fluctuations from prior periods and budgets for management and Board review.
7. Provide administrative support for KCLSF Finance and Audit Committee. Serve as primary lead on annual audit and ensure the organization files timely and accurate Form 990 as well as renewals with the Secretary of State.
8. Prepare fixed assets for additions, transfers, and deletions. Maintain Fixed Asset Inventory for tracking and perform annual audits.
9. Maintain document retention schedule and ensures compliance.

Secondary Duties:

1. Serve as a member of various employee and KCLSF Board committees as required.
2. Maintain supplies in stock and reorder as needed.
3. Other related duties as assigned.

Core Competencies:

Customer Focus

Primarily focused on customer needs, able to deliver high quality, value added services. Constantly strives to find new ways to increase customer satisfaction and understanding, foster equitable services, and forge meaningful connections.

Valuing Diversity

Manages relationships with all kinds and classes of people inclusively and equitably; respects, values, and encourages the unique dimension each employee adds to the organization and each member of the community brings to the whole. Seeks opportunities to learn from differences.

Ethics, Values, and Judgement

Exercises best judgment, trustworthiness, and professional standards of conduct; consistently demonstrates organizational values, moral principles, and accountability in behavior, character and action. Defends intellectual freedom and patron confidentiality.

Professional & Technical Knowledge

Demonstrates proficiency in professional and technical skills/and or knowledge in position-related areas; purposely keeps up with current developments and trends in areas of expertise, in order to foster personal success and connections for others.

Organizing and Planning

Establishes courses of action for self, can influence others to ensure that work is efficient, appropriately sensitive to real restraints on time and resources. Willing to take a risk.

Decision Quality

Makes decisions and solves problems, can deal adeptly with varying levels of complexity, ambiguity, and risk; takes responsibility and accepts ownership for decisions regardless of the outcome. Responds promptly and appropriately in crises situations.

Work Quality

Inspires and strives for excellence in all aspects of work including setting high standards of performance for self and others; ensures that results are complete and accurate; exhibits attention to detail.

Accountability

Holds self, direct reports, and others accountable for achieving intended outcomes; follows up and monitors progress to ensure that things stay on track; models organizational values and norms.

Desired Minimum Qualification

Education and Experience:

A typical way of obtaining the knowledge, ability and skills of this position is through:

• Bachelor's degree in Accounting or related field;
• Three years' increasingly responsible related experience; or
• Any equivalent combination of education, training and experience that provides the knowledge, skills and abilities to perform the duties and responsibilities of the position.
• Position related experience in a non-profit organization, public agency or foundation preferred.
• Working knowledge of GAAP.

Special Requirements:

Valid Washington State driver license.

Physical Demands & Work Environment

Physical Demands:

While performing the duties of this job, the employee is constantly using hands in conjunction with frequent finger use and typing, 10-key and this typing may be repetitive up to frequently. Constantly sits up to 2 hours at a time and seldom to occasionally will stand and walk. Annual event requires constant standing and walking. Will frequently reach up to chest level with hands and arms to work at desk. The employee will occasionally lift to 10 pounds, seldom up to 35 pounds, and seldom push carts with up to 20 pounds of force.

Work Environment: