IslandWood Hiring For Executive And Operations Administrative Assistant at Bainbridge Island, WA, United States Full Time

Job Description

Executive and Operations Administrative Assistant

Job Title: Executive and Operations Administrative Assistant

Department: Operation

s To: Director of Operations

Classification: Full-time, Hourly/Non-exempt

Work Schedule: Monday to Friday – 8:30am to 5:00pm

Job Location: Bainbridge Island Campus

Pay Range: $26.00 to 30.00 per hour

Benefit Package: Full benefit package health benefits 100% premium paid by IslandWood, 401k, 3 weeks paid vacation, flexible schedule

Overview: IslandWood provides exceptional learning experiences to inspire lifelong environmental and community stewardship. This role develops and implements policies and procedures, coordinates two cross-departmental teams, co-manages shared use of the 255-acre site by various programs, and oversees day-to-day general administration for the organization and across departments and functions. This individual serves as the Executive Assistant to the CEO and provides Administrative support to the Finance and Operations departments. The Executive and Operations Administrative Assistant utilizes a broad variety of skills and must be highly proficient in organization, time-management, problem resolution, multi-tasking and be experienced in the more advanced features of the Microsoft Office Suite of products.

CEO Administrative Support Responsibilities:

• Meets regularly with CEO to track and coordinate projects.
• Manages CEO calendar & correspondence
• Coordinates board meetings, prepares board meeting materials including annual board retreat packet, attends monthly board meetings in Seattle, and compiles board meeting minutes.
• Manages board and board committee calendars and documents.
• Communicates regularly with board and board committee members.
• Handles sensitive information that requires a high level of discretion and confidentiality.
• Performs other administrative duties as assigned by CEO.

Administrative Operations Responsibilities:

• Cross-departmental Team Coordination:
• Coordinates the safety committee and oversees IslandWood’s safety programs.
• Coordinates the operations team weekly meetings during which delivery of all events and programs is reviewed.
• General Administration: Responsible for internal administrative services that promote the smooth operation of the office including:
• Supervises administrative assistant/receptionist and provides back-up when needed.
• With Director of Operations, co-manages the organization’s shared information posted on the intranet.
• Trains and manages front desk volunteers. Works with Volunteer Manager to schedule front desk volunteers.
• Books internal programs, events, and meetings in event management software. Works with staff to coordinate pre-event processes including function sheets, catering, room setups, audio-visual, etc
• Oversees vehicle policies and checkout procedures.
• Manages short/long-term file storage and IslandWood property checkout.
• Compiles monthly staff meeting agenda.
• Other duties and special projects as assigned by Director of Operations.

Required Qualifications:

• 5+ years of Admin/Operations support or Bachelor’s degree with related experience.
• One to two years supervisory .
• Ability to work collaboratively and represent all perspectives when resolving operational challenges, developing policies, and managing cross-departmental teams.
• Proficiency in planning and project management.
• Excellent documentation and organizational skills.
• Ability to take initiative, prioritize, and multi-task; excellent time-management, problem-prevention, and problem-solving skills.
• Ability to work effectively in a busy, sometimes noisy environment, with frequent interruptions.
• Excellent written and verbal communication skills.
• Proficient in MS Office, spreadsheet and database software.
• Must maintain confidentiality of sensitive information.
• Demonstrate IslandWood’s core values that enable teams and individuals to succeed with shared respect and purpose.
• Support IslandWood’s strategic plan to expand our mission and impact, and commitment to mission, vision, values and goals of IslandWood.
• Commitment to support IslandWood’s work towards equity, diversity and inclusion in the workplace.
• Experience in engaging with diverse communities.
• Must be able to comply with and maintain a drug-free work environment.
• Must pass child safety screening procedure; post-offer.

Effective 07 February 2022, IslandWood requires all staff, volunteers, docents, interns, and graduate students to receive a COVID-19 vaccine and to provide proof of inoculation including Booster. This decision is intended to aid in the safety and health of all persons delivering and/or supporting program delivery, our clients, and students.
IslandWood is an Equal Opportunity Employer and welcomes applications from qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, pregnancy, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws.