Seattle International Foundation: Administrative Assistant
About Seattle International Foundation:
Seattle International Foundation (SIF) champions good governance and equity in Central America through support for rule of law and a robust civil society. SIF has granted more than $24 million to 243 high impact organizations in 81 countries. In addition to its grantmaking portfolio, SIF implements key programs initiatives in the region, including the Central America Donors Forum, the Central American and Mexico Youth Fund, the Centroamérica Adelante leadership program and the Independent Journalism Fund.
SIF was founded in 2008 as a supporting organization to the Seattle Foundation for the purpose of increasing and enhancing international philanthropy and development from the Pacific Northwest. In 2018, SIF refined its strategy to focus 100% of its efforts on Central America. SIF has staff based in the United States, Mexico and Central America. To learn more about the Seattle International Foundation, visit www.seaif.org
What’s the opportunity?
This position provides a wide range of administrative tasks including general office support, calendar scheduling, travel coordination, as well as drafting emails and formal correspondence for executive staff, and record keeping. The position will function as the primary administrative support staff for senior SIF staff.
SIF is a fast-paced environment where the Administrative Assistant must be able to multi-task, process situations and requests quickly, and be adaptable to a series of changing needs and evolving projects. Must be comfortable accepting responsibility for successfully achieving organization objectives, have the ability to handle complex assignments, as well as work effectively with all SIF staff, board members, grantees and other external partners. This role requires exceptional judgment, written and verbal communication skills, and the ability to work in a confidential environment.
Primary Job Responsibilities
Manage the calendaring activities of the Executive Director and Deputy Director, this includes scheduling meetings, organizing meeting logistics and set-up
oArrange national and international travel for executives and prepare itineraries
- Research and compile information for reports requiring a high degree of sensitivity and/or confidentiality
- Act as liaison for team with internal and external partners, answering questions, andr outing requests appropriately
- Support quarterly board meetings including scheduling, creation and delivery of board materials, and meeting logistics for room and refreshments
- Assist Directors with expense reporting including record keeping and receipt management
- Assist Executive Director with bi-monthly project time-keeping
- Other related duties as required to meet the business needs of the executives
Assist with planning and execution of periodic events as requested, as part of team’s overall support
- Provide communications support and assistance to ensure timely responses to inquiries
- Grants administration support to include facilitating agreements, payment confirmation, and award tracking
Maintain a variety of records and record keeping systems, typically containing materials of a highly sensitive or confidential nature
- Receive and process contributions and sponsorship payments, input contributions into tracking system
- Prepare weekly accounts payable requests and monthly credit card reports for processing by Seattle Foundation
- Serve as point of contact for vendor payments and new vendor documentation
- Schedule meeting rooms and set up conference lines, call in numbers, videoconferencing
- Schedule all-staff meetings and institutional learning sessions across multiple time zones
- Serve as point of contact for most facilities/office-related issues
- Take notes, draft minutes, and draft and publish other correspondence as necessary
- Sort mail, update directories and assist visitors
Associate's degree with one to three years of office experience or an equivalent combination of education and experience is required
- Fluency in spoken and written Spanish
- Outstanding verbal and written communication skills
- Knowledge of Microsoft Office including Outlook, Power Point and Excel
- Time management skills, including ability to work independently and efficiently, manage multiple projects, set priorities, and meet deadlines
- The ability to work well under pressure
- Interest and familiarity with global development issues and philanthropy
- Positive attitude and interest in joining a small, but high-impact and amiable team
- Must be U.S. citizen or have legal authority to work in U.S.
Compensation and benefits:
This is a full-time, non-exempt position located in Seattle, WA. Salary commensurate with experience; full benefits package, including medical, dental, 403b and other benefits.
How to Apply
Submit a resume and cover letter explaining why your experience and background makes you an excellent candidate for this position to firstname.lastname@example.org by June 21, 2019. Include your full name and the title of this position in the subject line of your email (i.e. “Jane Doe – Administrative Assistant”). Applications from candidates who do not follow these instructions will not be reviewed. Only applicants who meet the requirements will be contacted for an interview.
As an equal opportunity employer, SIF is committed to a diverse, multi-cultural work environment. SIF does not discriminate in employment on the basis of age, race, creed, gender, gender-identity, religion, marital status, veteran’s status, national origin, disability, or sexual orientation. People of color, people with disabilities, and people of diverse sexual orientations are encouraged to apply.