Executive Administrative Assistant

Hourly wage: $26.00 - $31.00 per hour

Schedule: Full-Time, Monday–Friday 7:30 AM–4:30 PM with occasional nights and weekends on a volunteer basis

About the role

The Executive Administrative Assistant provides high-level administrative support to the Directors of the Children’s Developmental Center (the “Center”), ensuring the smooth day-to-day operation of executive, human resources, board, and front office functions. Reporting to the People and Operations Director, with a dotted-line relationship to the Executive Director, this position coordinates administrative and clerical activities, supports HR and board processes, and provides the first level of customer service to clients and visitors. This is an individual-contributor role and does not supervise staff.

Responsibilities

• Executive & Director Support
  • Provide direct administrative support to the People and Operations Director and the Executive Director.
  • Manage calendars, schedule meetings, and coordinate logistics for the Directors.
  • Prepare, format, and proofread correspondence, memos, reports, presentations, and other documents.
  • Coordinate travel arrangements, registrations, and related logistics for the Directors and staff as needed.
  • Collaborate with finance to process expense reports, reimbursements, and check requests.
  • Track deadlines, follow-ups, and action items to help the Directors manage priorities.
  • Maintain strict confidentiality and professional discretion when handling sensitive executive, personnel, board, and organizational information.
• Human Resources Administrative Support
  • Coordinate recruitment logistics, including posting jobs, collecting applications, and scheduling interviews.
  • Coordinate new employee orientation logistics and complete and verify all new-hire paperwork.
  • Track and schedule employee and volunteer training, including HIPAA training.
  • Coordinate benefits enrollment, benefits changes, and annual open enrollment under the direction of the People and Operations Director.
  • Maintain employee personnel files, ensuring confidentiality, within the HR records system.
  • Process employee status-change paperwork.
  • Direct employee handbook, benefits, and HR-related questions from staff and applicants to the People and Operations Director, and provide general administrative assistance with routine inquiries.
• Board Administrative Support
  • Schedule board and committee meetings and coordinate related logistics, including room setup, materials, and technology.
  • Prepare and distribute board agendas, meeting packets, and supporting materials in advance of meetings.
  • Attend board and committee meetings as requested to take, transcribe, and distribute minutes.
  • Maintain board records, rosters, contact lists, and governance documents (e.g., bylaws and policies) in an organized and current filing system.
  • Coordinate board communications, correspondence, and scheduling.
  • Support preparation of board reporting materials, onboarding of new board members, and the annual meeting calendar.
• Client & Front Office Services
  • Provide backup customer service and general clerical support.
  • Answer phone calls and direct calls to appropriate parties or take messages.
  • Respond to emails, answering questions and forwarding messages as appropriate.
  • Receive and distribute confidential electronic and paper communications and mailing correspondence.
  • File and distribute documents, including medical, client, student, program, and other confidential information subject to HIPAA regulations.
  • Manage procedures for outgoing confidential information, ensuring proper “release of information” forms/consent and secure distribution and receipt of sensitive information.
  • Step in to support front office coverage as needed.
• Facilities & Operations Support
  • Coordinate day-to-day facilities and administrative operations for the building.
  • Maintain inventory and place orders for office supplies, computer hardware and software, and organizational documents and supplies.
  • Schedule emergency and long-term maintenance needs and support facility contract administration under the People and Operations Director’s oversight.
  • Serve as the day-to-day contact person for contractors that maintain grounds and facilities (e.g., copier, building security, HVAC).
  • Coordinate communication with staff, tenants, and others about facility maintenance.
  • Maintain and update accurate filing and record-keeping systems in accordance with records-management requirements.
• Perform other related duties as assigned.

Requirements

• High school diploma or GED required; associate’s degree or administrative certification preferred.
• Three or more years of progressively responsible administrative or executive support experience, ideally supporting senior leadership.
• Excellent verbal and written communication skills, including strong proofreading and document-preparation abilities.
• High level of professionalism, discretion, and confidentiality in handling sensitive executive, personnel, and board information.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), databases, and other related software.
• Experience supporting human resources or board/governance functions preferred.
• A demonstrated commitment to high professional ethical standards, confidentiality, and to ensuring equity and inclusion in a diverse workplace.
• Ability to establish and maintain trusted professional working relationships.
• Must have the ability to commute locally for events (up to 10% of the time). If commuting via personal vehicle, must maintain a WA State driver’s license and vehicle insurance.
• Due to work with vulnerable populations, a background check including criminal record history and pre-employment drug screening is required.
• Due to working in a building with access to children, immunization history and a negative Tuberculin test are required. COVID-19 vaccination is required.
• Ability to work occasional nights and weekends as needed, compensated as overtime where applicable.

Working Conditions

The Children’s Developmental Center is welcoming to individuals with diverse physical and/or mental abilities. The physical demands and essential functions described here are representative of those that must be met, with or without reasonable accommodation. Prolonged periods of working on a computer and the ability to lift up to 20 lbs. at a time are required.