Executive Administrative Assistant

Company Description

Amara is committed to positive long-term outcomes for children and families. We drive systemic change, promote healing, and advance racial and LGBTQIA+ equity by offering programs and services to families engaged in the child welfare system.

At Amara, we believe that a supportive, equitable and inclusive workplace, where everyone feels valued, trusted, and nurtured, is key to shaping organizational culture and investing in underrepresented communities. Amara believes that a diverse workforce and inclusive workplace enhances our ability to fulfill our mission. We strongly invite candidates from diverse backgrounds, including communities of color, the LGBTQ+ community, veterans, and people with disabilities to apply.

We are seeking to hire an Executive Administrative Assistant. The Executive Administrative Assistant (EA) will provide high-level administrative support to the Chief Executive Officer (CEO) and C-Suite personnel. This role involves managing the CEO’s day-to-day operations, handling complex tasks, and representing the CEO at key meetings with clients and the Board. As a trusted partner, the EA will streamline processes, oversee special projects, and help maintain external relations. The ideal candidate will have the ability to anticipate needs, proactively manage schedules, and ensure smooth and efficient operations to enable the CEO and leadership team to focus on growth and strategic initiatives. This role requires the flexibility to work both remotely and in-person at Amara’s offices in King and Pierce County, based on the needs of the organization.

Job Description

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Strategic Partnership with CEO & C-Suite:

• Serve as the CEO’s strategic partner, anticipating needs, addressing concerns, and proactively managing schedules and communications.
• Act as a liaison between the CEO, C-Suite, Board, and external partners, representing the CEO at meetings and ensuring alignment with organizational goals.
• Provide timely, confidential, and professional support in all executive-related matters, ensuring seamless operations.
• Prepare and deliver presentations for the CEO’s external engagements
• Occasional travel may be required to support key meetings, events, or organizational needs.

Executive Assistant Support:

• Manage complex schedules, meetings, and travel arrangements for the CEO and C-Suite.
• Oversee daily workflow and prioritize tasks to ensure the CEO’s time is optimized.
• Prepare materials, reports, and presentations for internal and external meetings.
• Manage confidential communications and ensure timely follow-ups.
• Plan and execute events for both the Executive Office and external partners.
• Organize logistics, manage timelines, and work with internal and external stakeholders to ensure successful event execution.

Board of Director Liaison:

• Serve as the primary contact for Board members, organizing meetings and ensuring compliance with bylaws.

• Prepare and distribute meeting agendas, minutes, and materials while maintaining an accessible online archive.
• Coordinate all board-related meetings and events, including logistics and preparation of supporting documents.

Project Management:

• Assist with internal and external project coordination, including presentations and managing team resources.
• Support cross-functional initiatives by ensuring timely completion of projects and deadlines.
• Maintain the company intranet and information hubs to ensure leadership alignment.

Qualifications

The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma or GED required. Associate or bachelor’s degree in nonprofit management, business, or related field strongly desired.
• Proficiency in Microsoft Office Suite and Google Workspace.
• 3 - 5 years’ experience supporting C-Suite executives preferred.
• Ability to anticipate needs, solve problems, and work autonomously with discretion.
• Strong communication and organizational skills, capable of managing multiple priorities in a fast-paced environment.
• Forward-thinking, proactive, and detail-oriented with a high level of integrity.
• Ability to work collaboratively under pressure while maintaining a positive attitude and problem-solving mindset.
• Flexibility to work varied hours which may include early morning and evening appointments.

Additional Information

Salary and Benefits

This is a full-time position with an annual rate of pay between $57,000-$69,999 depending on experience. Generous personal leave and benefits package, including paid time off, paid sabbatical, health, vision and dental insurance, 401k with a company match, life, and disability insurance. This role requires the flexibility to work both remotely and in-person at Amara’s offices in King and Pierce County, based on the needs of the organization.

Criminal Background Check

Amara conducts background checks appropriate to the contractual requirements of the position. A previous conviction will not necessarily bar individuals from employment at Amara. For specific requirements please feel free to contact the hiring manager or human resources.

Vaccination Requirement:

Amara requires that all employees be fully vaccinated against COVID-19. This requirement is designed to prioritize the safety of the children and families we serve. Exemptions may be sought only for documented medical or religious accommodation.

To Apply

To express your interest in this position, please submit your resume and one-page cover letter indicating why this position is the right opportunity for you.

Applications will be accepted until the position is filled. 

Amara is an Equal Opportunity Employer