The Executive Assistant (EA) is an exciting and highly visible position at Bloedel, requiring interaction with a broad range of internal and external stakeholders and playing a key role in support of Bloedel’s mission. The EA provides overall administrative, organizational, and project support to the President & CEO and serves as a key liaison to the Board of Trustees and Board Committees. The EA also has extensive interaction with staff and community stakeholders through a range of special projects. Professionalism, organization, the ability to cultivate relationships, and flexibility to adapt to the changing needs and priorities of Bloedel are essential.
ESSENTIAL JOB DUTIES
Executive Support
- Provides administrative support and project management for a range of initiatives in which the President & CEO plays a lead role.
- Coordinates the President & CEO’s calendar and daily workflow, juggling competing priorities as necessary and making appropriate and informed decisions about available time. Coordinates other organizational calendars as needed.
- Schedules internal and external meetings, coordinating all logistics and details, providing relevant preparation materials ensuring appropriate follow-up.
- Prepares correspondence, proposals, reports, project management documents, presentations, and other writing tasks as assigned.
- Establishes and maintains organizational systems for physical and electronic files.
- Leads, coordinates, and assists with special projects as directed by the President & CEO and in response to shifting organizational priorities.
- Researches, collects, and prepares information for the President & CEO’s use.
- Coordinates with Development team to host donor meetings, including supplying meals and refreshments.
- Records important donor touch points that involve the President & CEO, and coordinates with Development team to record these in the donor database.
- Schedules, coordinates, prepares agendas, and records minutes for Leadership Team Meetings, All-Staff Meetings, and other meetings as required, in consultation with the CEO.
- Assists with and attends select events. Represents Bloedel in the broader community.
- Coordinates travel arrangements for the President & CEO and others as designated.
- Manages confidential information with discretion.
Board Support & Liaison
- Provides support to the Board of Trustees and its committees by scheduling and organizing meetings, compiling and distributing meeting notices, agendas, and documents, and preparing minutes.
- Plans and oversees logistical arrangements for board and board committee meetings, including space and facility needs, meals and refreshments, supplies, and technology.
- Maintains information about the Board of Trustees and potential trustee candidates.
- Leads document assembly for board meetings and select committee meetings.
- Assists with board committee work including writing reports, creating and maintaining calendars, and copying projects as necessary.
Administration
- Coordinates and administers projects that support the Bloedel staff including developing systems, and organizing and supporting staff administration
- Coordinates and takes notes for Leadership Team Meetings.
- Provides refreshments for All-Staff meetings.
- Develops and coordinates the annual budgets for the President & CEO’s office and the Board of Trustees
- Coordinates the maintenance of office equipment
- Other duties as assigned, including support for Communications, Events and Development.
PHYSICAL REQUIREMENTS
- The ability to lift up to 15 pounds independently.
- Ability to stand and work on feet for an extended period.
EDUCATION/EXPERIENCE AND SPECIALIZED TRAINING REQUIRED:
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Ability to build relationships with stakeholders, including staff, trustees, external partners and donors.
- Expert level written and verbal communication skills.
- Strong computer skills including a strong working knowledge of Microsoft Office Suite, Outlook Calendar and Adobe Acrobat.
- Prior experience providing high-level support to boards, committees, or other similar work groups.
- Ability to work in a group setting or independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
- Ability to work flexible hours, including nights, weekends and holidays when needed.
- 3+ years of relevant professional experience required.
- Experience working with nonprofit boards preferred.
- Experience working in direct support of a non-profit executive preferred.
MATERIAL/EQUIPMENT DIRECTLY USED:
Microsoft Office Suite, Adobe Acrobat, Blackbaud Altru, 1Password, WordPress
WORKING CONDITIONS:
90% Indoors: Office environment
10% Outdoors: Pacific Northwest weather conditions
Benefits
This position is eligible for the following benefits:
- Medical, dental, and vision insurance
- Short-term and long-term disability and life insurance
- Health care & dependent care flexible spending accounts
- 401k with 5% employer match after 1 year of employment
- 3 weeks of vacation per year
- 12 days of sick leave per year
- 13 days of personal holiday time per year
- Bloedel Reserve membership
- 30% Bloedel Reserve gift shop discount
- $5 per month cell phone allowance
Our Commitment to Diversity: Bloedel Reserve is committed to fostering a culture of inclusion and belonging. We recognize that public horticulture has historically excluded and continues to disproportionately exclude Black and Indigenous people, people of color, people with disabilities, and LGBTQ+ people. We strongly encourage applications from individuals with these identities, as well as anyone who brings a unique perspective to our work.
We are committed to supporting employees by making accommodations as needed, ensuring accessibility, and promoting an environment where employees feel valued and empowered to grow.
