Executive Administrative Assistant

About Us  

Inatai Foundation is a growing 501(c)(4) philanthropic organization committed to working with communities to shift the balance of power to ensure racial justice and equity across Washington and beyond. We are hiring an Executive Administrative Assistant to join the President’s Office. 

Position Summary

The Executive Administrative Assistant (EA) role is a highly visible position at the Foundation, requiring interaction with a broad range of internal constituents and playing a key role in support of our mission. Reporting to the Senior Executive Assistant to the Board & CEO, the EA provides overall administrative, travel, event planning, hosting, and project support to the CEO and serves as a key liaison for the President’s Office. Professionalism, the ability to cultivate relationships, and flexibility to adapt to the changing needs and priorities of a growing organization are essential. 

Serving in a highly visible capacity within the organization, the Executive Assistant (EA) plays a crucial role in providing executive support to the CEO, focusing on strategic time management and relationship-building efforts. The EA will be a key representative of the foundation's 50-year vision and mission focused on racial justice and equity. This role will ensure values alignment in all communications, decision-making, and daily operations within the President’s Office. The EA will identify and work within both existing and new systems to bring strategic administrative vision, insight, and active engagement, partnering with the CEO and Senior EA to maximize time and resources in support of community power. 

This is a full-time, exempt position located at our office in downtown Seattle five days a week. Some early morning, evening, and weekend hours, as well as occasional statewide travel, should be expected. 

Primary Responsibilities

Strategic Calendar Management and Meeting Preparation 

• Manage the CEO’s calendar and daily workflow, juggling competing priorities as necessary and making appropriate and informed decisions regarding available time. 

• Schedule meetings, coordinating all logistics and details, creating meeting agendas, providing relevant preparation materials, and ensuring appropriate follow-up. 

• Strategically screen, direct, respond to, and prioritize calls and correspondence, facilitating the smooth exchange of information as a first point of contact and liaison for CEO and team members. 

• Schedule and arrange meetings, compile, and distribute materials, complete any follow-up items and tasks. 

• Support other President’s Office events and meetings, including quarterly board meetings, investment board meeting retreats, regional convenings, and other travel with CEO.  

 Travel and Expense Management 

• Prepare monthly credit card reconciliation and expense reimbursement tracking for CEO 

• Coordinate complex travel arrangements for the CEO, including air and ground transportation, lodging, meeting logistics, and itinerary preparation  

• May travel with CEO to ensure seamless administrative and travel support on-site for meetings, convenings, and gatherings. 

• Offer real-time logistical support and itinerary adjustments during the CEO’s travels, navigating schedule changes that may arise. 

Events and Hosting 

• Lead event planning process for a variety of internal events hosted by the President’s Office, including vendor management, planning logistics, pre- and post-event tasks. 

• Graciously host individuals and groups in the Seattle office on the CEO’s behalf, including greeting, providing support, and ensuring all conditions for a successful meeting. This will include pre- and post-meeting tasks, including printing materials, ordering meals, managing RVSP lists, and any other logistics or follow-up correspondence necessary. 

• Act as a backup to the Senior Executive Assistant during foundation and investment board meetings, providing pre-meeting, post-meeting, and day-of assistance. This includes coordinating travel arrangements for board members, managing vendors, taking meeting minutes, and handling various on-site tasks as needed. 

• Partner with our Events team on events and independently plan and offer small gatherings, meals, and meetings on behalf of the President’s Office. 

Administrative and Communications Support 

• Provide support and project management for a range of initiatives in which the CEO plays a lead role. 

• Lead excellent formal and informal correspondence such as thank you cards, letters, and invitations on behalf of the CEO and President’s Office. 

• Ensure all communications align with Inatai’s brand guide, maintaining consistency in tone, style and visual identity. 

• Gain a deep understanding of the Foundation's project management approach and apply these methodologies to streamline and integrate all activities within the President’s Office. 

• On occasion, provide administrative back-up support for the Seattle office including meeting or event support, front-desk support, and other on-site tasks as needed. 

Minimum Requirements: 

• Minimum of five years in C-level and above executive support with proven ability to excel at the responsibilities of this role 

• A deep commitment to equity and racial justice, and strong alignment with our organizational values 

• Strong understanding of Washington state and national travel logistics 

• Excellent organizational skills and attention to detail  

• Strong time management skills with a proven ability to meet deadlines 

• Ability to adapt to the needs of the Foundation and President & CEO 

• Expertise in calendar management 

• Exceptional hosting and event management skills 

Key Skills and Attributes: 

• Excellent verbal, written, formal and informal communication skills  

• Strong interpersonal, organizational and negotiation skills  

• Expertise in project management 

• Strong analytical and problem-solving skills  

• Strong political acumen 

• Proven ability for discretion and confidentiality 

• Ability to prioritize tasks in a fast-paced environment 

• Proficient with Microsoft Office Suite or related software 

• Ability to authentically connect with the Foundation’s mission and aspirations with one’s own personal experiences 

• Willingness to take part in occasional meetings and events outside of core business hours 

• Enthusiasm for traveling throughout Washington and engaging with communities that may be different from your own (travel is estimated at 20-25% for this position) 

Compensation  

In addition to a positive and flexible work culture, we attract, retain, and motivate exceptional people with an equitable and competitive compensation package. Salary ranges are set according to an explicit compensation policy, and relevant data are reviewed when setting ranges for each position. The salary range for this position is $75,000 - $92,000. A compensation enhancement is provided to employees with indigenous or advanced language proficiency in more than one language that they utilize to advance the Foundation’s work across Washington.   

We offer a comprehensive benefits package that includes fully paid medical/dental/vision coverage for employees and dependent children (and partial coverage for partners and spouses), a 10% retirement contribution, generous time off (29 days of flexible paid time off, eight paid holidays, and a year-end office closure from December 25 to January 1), paid family and medical leave (12 to 18 weeks), a transit pass (where available), and support for ongoing professional development.   

To Apply  

Please submit your resume and a cover letter expressing your specific interests through our online application portal. Priority will be given to applications submitted by February 14, 2025. You will receive an automatic acknowledgment of your application once you submit your materials, and you can expect updates from the Foundation every two to three weeks once the priority deadline has passed.  

We are committed to creating conditions where all candidates are able to fully express their talents and potential and invite you to let us know if there are any accommodations that we can provide to support you in your pursuit of this role.  

Thank you for your interest in joining Inatai Foundation!