For more than 40 years, Philanthropy Northwest has served as a leader, collaborator, and partner, working side-by-side with our members and partners in Alaska, Idaho, Montana, Oregon, Washington, and Wyoming, to show the power and potential of philanthropy. Through collaboration and partnership, we test new and innovative ideas around policy, advocacy, community philanthropy, and impact investing. We bring our members and partners together to learn, grow, and become stronger and more united through convenings, events, cohorts, collaboratives, and civil discourse.
Our work includes four core programs: 1) The Learning Network, a regional community providing opportunities for emerging and established philanthropy leaders to connect, learn and grow; 2) Democracy and advocacy, a team focused on public policy issues impacting the communities we serve and promoting democracy within the philanthropic sector and beyond; 3) The Giving Practice, a national consulting team bringing customized solutions, deep regional relationships and national expertise to support organizations navigating philanthropy’s changing landscape; 4) An incubation platform for innovative philanthropic projects.
OUR CULTURE
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We elevate the field of philanthropy by identifying opportunities, taking smart risks, challenging our assumptions, experimenting creatively, listening actively, engaging in conversations, and learning through action and reflection.
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Strong relationships power our work at every level; we build them with care and nurture them attentively.
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We embrace and encourage diversity, equity and inclusion in our community and continuously seek to bring new perspectives into our organization and our networks.
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We are a learning organization that invests in supporting the ongoing growth of our individuals, our team and our community.
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We value high quality work that is grounded in deep mutual respect, healthy work/life balance, clear communication, humor and joy.
THE JOB
The Board Liaison and Executive Assistant provides highly responsive administrative support to Philanthropy Northwest’s Chief Executive Officer (CEO), Board of Directors, and Executive team which includes communication, meeting logistics, workplan tracking, and preparation for meetings. An experienced and self-driven Executive Assistant will serve in this fast-paced environment, providing critical, high-level project management support. This position is an opportunity for a highly organized, detail-oriented individual with outstanding interpersonal skills and a strong sense of initiative to play a critical role in the day-to-day functioning of the CEO Office, while exercising discretion with complex and confidential information. This job is based in Seattle, WA.
PNW operates in hybrid work model with opportunity to work remotely, regular presence at Seattle office is required for this position.
FLSA classification- Exempt
Report to – Director, Regional Strategies & Networks
ESSENTIAL DUTIES AND RESPONSIBILITIES
Board of Directors:
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Act as liaison and provide timely and accurate administrative support to the board of directors.
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Arrange and handle all logistics for board meetings, committee, and task force meetings; schedule board and committee meetings; draft agendas; develop, compile, and distribute materials; record detailed meeting minutes.
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Travel to attend quarterly Board meetings, and other events, as needed.
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Manage the annual calendar and ensure necessary activities are executed including committee meetings and deliverables, CEO performance review, board nominations and voting, etc.
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Adhere to compliance with applicable rules and regulations set in bylaws regarding board matters. Provide ongoing review and maintenance of governance documents including bylaws, board policies, annual evaluation, board donations and board member status.
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In collaboration with Director, Regional Strategies & Networks, develop and manage budget for board of directors’ meetings and activities.
Executive Assistance:
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Provide sophisticated calendar management for CEO prioritizing inquiries and requests while troubleshooting conflicts.
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Ensure prompt and diligent response and exercise judgement.
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Ensure smooth day-to-day engagements.
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Conduct thorough research and present relevant information in manner that supports quick understanding and informed decision making by the CEO and Executive team.
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Support enterprise initiatives and special projects with strong project management skills with clear goals, objectives, timelines and follow through.
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In collaboration with the Executive Team, lead enterprise-wide process streamlining, documentation and information sharing, as needed.
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Work closely with the CEO and other executive leaders to provide support, including calendar management, travel planning and coordination, meeting scheduling, expense reconciliation and other administrative tasks.
Other:
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Engage in enterprise-wide activities and team building, including staff meetings, peer coaching, learning and development, annual conference, staff committees and other enterprise events throughout the year.
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This is not a comprehensive list of duties and may be asked to take on other administrative assistant tasks, as needed.
PREFERRED QUALIFICATIONS
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3-5 years of administrative experience, including recent experience assisting CEO or Executive team and a strong interest in philanthropy and/or nonprofits.
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Experience supporting the administration and coordination of a board of directors if highly preferred.
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Strong project management skills with proactive orientation. Extremely organized and able to track and manage multiple priorities in a fast-paced environment with a keen eye for detail.
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Ability to multitask and prioritize tasks and project, with little or no guidance, to ensure timely and quality outcome.
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Ability to respond with appropriate levels of urgency to situations and events that require quick response or turnaround.
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Excellent writing skills and strong editing/proofing work. Strong email communicator and able to communicate diplomatically on behalf of the CEO and organization to the board of directors.
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Demonstrated capacity for a heavy workload managing multiple priorities in a fast- paced environment.
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Comfort and skilled in technology, including Microsoft Office, Sharepoint, collaboration platforms and databases.
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Proven experience in formatting documents to brand guidelines, creating reports, spreadsheets, visual aids
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Proven skills, knowledge base, and judgment necessary for independent decision making
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Resourceful and able to effectively and consistently problem solve and develop solutions.
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Strong interpersonal skills and demonstrated ability to manage relationships with integrity and consistency, including a keen ability to work effectively and respectfully with politically, ideologically, culturally and geographically diverse people and communities.
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Strong commitment in advancing racial equity and social justice within a team, organization, or community.
COMPENSATION
The total compensation for a full-time position includes a package of benefits consisting of medical, vision and dental; pre-tax savings accounts for medical, transportation, childcare; fixed retirement contribution by employer (6% of salary); generous vacation, holiday and sick time paid time off; professional development and flexible schedule. Annual salary range is $50,000 - $63,000; depending on experience.
APPLICATION PROCESS
Please submit a resume and cover letter indicating: 1) how you are qualified for this role and the organization; 2) your salary requirement; and 3) what value you would bring to Philanthropy Northwest, to [email protected], including YOUR NAME + “and Executive Assistant and Board Liaison” in the subject line by September 7, 2021. Candidates will be screened as they come in and may be advanced before the application deadline. This position will remain open until we find our ideal candidate.
Philanthropy Northwest is an equal opportunity employer. We strive to create an inclusive and equitable workplace and encourage people from underrepresented communities to apply. We value and celebrate our employees’ differences in age, ability, race, ethnicity, religion, sexual orientation, gender expression, language, national origin, political affiliation, socio-economic status, and veteran status.
Qualified candidates must be able to perform the essential functions of this position satisfactorily with or without a reasonable accommodation.