Job-Board Administrative Associate

Administrative Associate

Washington State

position description


About us

Group Health Foundation is a relatively new and growing 501(c)(4) philanthropic organization committed to partnering with communities across Washington state to transform the balance of power to ensure equity and racial justice across Washington and beyond. We are hiring two Administrative Associates to join our expanding team.

Cultivating a staff team that embodies the diverse experiences of Washington communities is essential to these aspirations. We strongly and sincerely encourage applications from people of color; immigrant, bilingual, and multicultural individuals; d/Deaf people and people with disabilities; members of LGBTQIA+ and gender non-conforming communities; and people with other diverse backgrounds and lived experiences.

To learn more about our work, our approaches, and our values, please visit our website.

Position summary

The Administrative Associates provide executive-level administrative support to the Vice Presidents of Programs (VPPs), including scheduling, calendar management, meeting preparation, and planning. The Administrative Associates also manage special projects in close partnership with the VPPs and support important initiatives across a range of functions within the programs team. Excellent attention to detail, great communication skills, and flexibility to adapt to changing needs and priorities are essential for success in the role.

This is a full-time, non-exempt position. We are actively recruiting applicants in Tacoma and Pierce County, the Tri-Cities region, the greater Spokane region, the Bellingham area, and the Vancouver area. Priority will be given to candidates who both live in and have a deep connection to communities in these areas. Employees who live near one of our offices are expected to work in the office at least two days per week. We currently have offices in Seattle and Pasco and are planning to open an office in Tacoma in 2023.

Periodic early morning, evening, and weekend hours will be required, and occasional statewide and regional travel should be expected. All employees participate in our offsite retreats, which often require travel and overnight stays.

Primary responsibilities

  • Serve as the executive assistant to a Vice President of Programs (VPP)
  • Manage the VPP’s calendar, juggling competing priorities as Schedule virtual and in-person internal and external meetings, including booking venues and preparing relevant materials. This includes setting up and managing all logistics, taking comprehensive and concise notes, inputting information into project and grants management systems, and driving action items out of the meeting or event
  • Manage internal and external VPP correspondence including email and inbox management
  • Represent the organization in a professional and congenial manner in person, in telephone conversations, in virtual meetings, and in written correspondence
  • Compose, edit, design, and format documents and other communications from the VPP
  • Make all travel arrangements and manage administrative processes and expenses for travel-related items
  • Serve as the lead project manager for special initiatives led by the VPP, including but not limited to vendor and consultant contract management, internal strategy development, event planning for special events and meetings hosted by the VPP’s office, and projects that support the team’s ongoing growth
  • Coordinate and prepare materials for recurring leadership, board, and committee meetings
  • Coordinate with Program Management to plan Program team meetings and and retreats
  • Manage the development and implementation of systems and programs that support the VPP
  • Prepare monthly credit card reconciliation and expense reimbursement tracking
  • Support VPP-led grants and contributions to support advocacy organizations, community-based organizations, and other groups in and beyond Washington
  • Assist Program Management with the organizing and archiving of Program team files and documents
  • Perform various administrative functions as needed such as data entry and contact management
  • Contribute one’s own ideas, perspectives, and lived experiences to the emerging culture of the Foundation
  • Assume other responsibilities and explore new opportunities that arise with the evolving needs and aspirations of the Foundation

Qualifications

  • A deep commitment to equity and social justice, and strong alignment with our organizational values
  • Ability to authentically connect the Foundation’s mission and aspirations with one’s own personal experiences
  • Demonstrated ability to cultivate relationships and work effectively and respectfully with politically, ideologically, culturally, and geographically diverse people and communities
  • Minimum of three years of experience managing projects and initiatives
  • Experience managing multiple, competing tasks, and priorities
  • Experience handling highly confidential information with a high degree of discretion
  • Experience supporting one or more executive leaders
  • Exceptional project management skills, organizational skills, and attention to detail
  • Experience with document management, as well as technology including project management tools and Zoom
  • Proficiency in Microsoft Word, Excel, PowerPoint, and Google Suite
  • Ability to embrace technology as an enabler to help you get your job done and to collaborate in a culture that promotes a passion for technology
  • Ability to be self-directed, take ownership, and see projects to completion in a timely manner
  • Strong writing, copy editing, and formatting skills
  • High degree of personal and professional integrity, and the ability to work with confidential information
  • Humility and curiosity, and an understanding of how these qualities are connected to success in this role
  • Demonstrated capacity for self-reflection
  • Strong verbal, non-verbal, and written communication skills combined with the ability to listen deeply and authentically
  • Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint, and SharePoint) and Adobe (Acrobat DC), and the ability to adapt to new technologies
  • Enthusiasm for traveling throughout Washington and engaging with communities that may be different from your own (travel is estimated at 5-10% 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 anticipated starting salary range for this position is $70,000 to $85,000. 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 and flexible paid time off, paid family and medical leave, 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 Monday, June 13. 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
Group Health Foundation!