Executive Assistant

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.