Executive Assistant

About the role

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.

Responsibilities

• 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.
• 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.
• 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.