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13 May 2022

Full-Time Executive Assistant

PAWS – Progressive Animal Welfare Society – Posted by PAWS Lynnwood, Washington, United States

Job Description

A Northwest leader in protecting animals since 1967, the Progressive Animal Welfare Society (PAWS) shelters homeless animals, rehabilitates injured and orphaned wildlife, and empowers people to demonstrate compassion and respect for animals in their daily lives.

Position Title:              Executive Assistant (32-40 hours/week)

Purpose of Position:

The PAWS Executive Assistant is a high energy, proactive and talented professional who uses relevant experience to have a positive impact in our organization. The role requires a collaborative and forward-thinking partner to the Chief Executive Officer using excellent critical and sequential thinking abilities to assist in organizing and managing various projects. Primary responsibilities include, calendar management, stakeholder communications, meeting support, report generation, data entry, and diverse administrative tasks. This position reports to the Chief Executive Officer (CEO).

Essential Responsibilities:

  • Manage CEO’s schedule by proactively balancing shifting priorities while preventing conflicts.
  • Communicate and coordinate with internal and external stakeholders at the direction of the CEO in a timely and professional manner.
  • Support CEO with calendar management and Outlook meeting notices, especially for internal and external group meetings.
  • Coordinate scheduling, logistics, communications, and support for regular and special full Board meetings, including managing Outlook meeting notices, compiling agendas and pre-board meeting packets, facilitating electronic presentations for projection at meetings, and recording minutes.
  • Provide support for various board committees by coordinating meetings, sending meeting notices, compiling meeting agendas and documents, and recording minutes.
  • Maintain all administrative board-related documents including but not limited to contact
  • information rosters, biographies, service term and renewal logs, non‑Disclosure Agreements, and Conflict of Interest Agreements.
  • Perform administrative on-boarding of new board members to ensure their timely and seamless transition, including updating and publishing relevant board documentation and coordinating new board member briefing sessions.
  • Maintain the board’s electronic document repository, manage access permissions, and troubleshoot access issues.
  • Bring forward recommendations to the CEO for improvements to administrative board documents and processes and implement improvements as appropriate.
  • Plan and organize PAWS organizational team meetings and events and record minutes of All Staff meetings.

Other Responsibilities Include:

  • Create relevant reports/presentations as required and distribute accordingly.
  • Work with the Administration Team to provide back-up administrative support as needed.
  • May perform other related duties as required by the CEO.

Controls over Work:

The Executive Assistant works under the general guidance of the CEO and is expected to perform the established duties independently.

Physical Demands:

The work requires long periods of sitting at a desk while using a computer, calculator, and other office equipment. This position is remote with occasional need to work at the PAWS Lynnwood campus and various venues in the Greater Seattle area.

Requirements:

  • High school diploma, GED, or equivalent preferred
  • Minimum 3 years of administrative support at the Executive or Director level
  • Demonstrated proficiency in Microsoft Office Suite: including strong Outlook, Work and PowerPoint skills required
  • Demonstrated effective, professional written and verbal communication
  • Must have the ability to work onsite at our main campus in Lynnwood and greater Seattle area when required

Knowledge, Skills, and Abilities:

  • Must have exceptional attention to detail, ability to organize and prioritize work
  • Proven track record of using discretion, taking initiative, teamwork, problem-solving, creative thinking, and a can-do attitude
  • Ability to develop positive, productive, respectful working relationships with co-workers, board members and external partners
  • Strong organizational and time management skills, and ability to prioritize and work independently
  • Must have or be able to obtain a valid Washington driver’s license with no major or repeated minor traffic offenses and auto-insurance with required coverage limits
  • Must exemplify the values of the organization in all interactions with coworkers and members of the public, including respect, trust, compassion, commitment, and courage
  • Must be willing to work in a dog–friendly office

BENEFITS:

Generous benefits available including health/vision/dental/disability/life insurance, 403(b) with Company contribution and match, paid time off, paid holidays, Employee Assistance Program, pet supply discounts, and discounts for veterinary services.

EQUAL EMPLOYMENT OPPORTUNITY:

PAWS is an equal opportunity employer. PAWS employment decisions are made based on merit and business needs. PAWS is committed to recruiting, hiring, training, and promoting qualified people of all backgrounds, regardless of actual or perceived race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, parental status, military service, or other non-merit factor. We celebrate diversity and are committed to creating an inclusive environment for all employees. People of Color and Members of the LGBTQ+ community are strongly encouraged to apply.

All PAWS positions receive written performance evaluations after the first 90 days and annually thereafter.

APPLICATION PROCESS:

Please visit our online applicant page to upload your resume & cover letter and fill out the required information.

PAWS | Progressive Animal Welfare Society Job Posting | PAWS

Position Open Until Filled

Note: Under the provisions of the Immigration and Reform Act of 1986, the successful candidate will be required to provide both evidence of identity and eligibility for employment.

All Offers of Employment are Conditional, based on successful completion of reference and background checks.

How to Apply

  APPLICATION PROCESS: Please visit our online applicant page to upload your resume & cover letter and fill out the required information.   PAWS | Progressive Animal Welfare Society Job Posting | PAWS   Position Open Until Filled

Job Categories: Equal Opportunities. Job Types: Full-Time.

Job expires in 38 days.

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