POSITION TITLE: Administrative Assistant
LOCATION: Pioneer Square Office
SCHEDULE: Hybrid-24 hours per week, Flexible Days/Times (TBD) within M-TH, 8 am – 5 pm time frame
REPORTS TO: Chief Operating Officer
POSITION SUMMARY: We are a small environmental non-profit and we are seeking a highly organized and detail oriented administrative professional to join our team in Seattle, WA.
JOB SUMMARY: We are seeking a candidate who is excited about the opportunity to join our dedicated team. The teams focus is on the continued success of the e-Stewards programs, which make a positive difference for social and environmental justice globally. This position has many opportunities for growth and taking on tasks that fit the candidates skill set. This position is ideal for an individual who is passionate about his/her ability to prioritize projects, maintain critical program details and will proactively be the hub that supports the team’s success.
KEY ACCOUNTABILITIES:
Oversee day-to-day operations of the BAN office and manage all aspects of assigned projects
Miscellaneous on-going front-office administrative tasks such as file maintenance, monitoring mail, assisting with correspondence and mailings, greeting guests, and problem solving
Answer phones and direct callers, provide callers with basic program information; accurately communicate the organization’s mission
Manage all logistical coordination of BAN events
Maintain and organize official records, documents, and internal/ external communications
Prepare reports, materials, minutes for staff, Board, and Committee meetings; coordinate meeting logistics
Maintain BAN calendar, email, phone and voicemail systems
Provide executive support to the Executive Director
Maintain supplies and materials
Database administration
Coordinate and assist in the production of printed materials, mailings, and key communication tools as needed
Provide regular updates to Directors to track program performance indicators
Plan logistics for conferences, workshops, meetings and events locally, nationally and internationally
Organize logistics and registration for trainings and webinars
Assist with monitoring e-Stewards logo use to ensure brand and trademark is protected
Keep meeting minutes and action points
Additional duties as needed
Bookkeeping: Administrative Assistant will serve as bookkeeper of the organization (working in conjunction w/ external Accountant and Directors)
Accounts Payable (record in QuickBooks, prepare payments and print checks)
Accounts Receivable (monthly invoicing, record in QuickBooks)
Assist in processing payroll for staff
Prepare daily deposits, record deposits, ensure daily deposit
Prepare reconciliation all accounts, credit cards & petty cash monthly
Maintain all A/R spreadsheets, coordinating with business units on updates to financial records
Perform internal A/R monthly reconciliations, tracking and reporting, collections
Enter donations into supporter database
Maintain system of accounts (& supporting filing system)
BASIC QUALIFICATIONS:
Proficient with Windows based software, including MS Word, Excel, PowerPoint
Familiar with SalesForce or similar CRM and Word Press
Proficient with Quickbooks
Experience in planning events and organizing logistics
Strong interpersonal skills – positive attitude and friendly disposition
Proven organizational skills and ability to prioritize
Detail oriented
1 to 2 years’ applicable experience in an office environment
COMPENSATION:
$22-$25 per hour DOE. Benefits include accrued vacation and sick time, paid holiday Christmas week, 9 statutory paid holidays.
APPLICATION:
In order to be considered for this position, please e-mail [email protected] with your resume and cover letter in either a word document or pdf. Please no phone calls.