Executive Assistant (Allen Family Philanthropies)VALE GROUP • Seattle, WA, US

Executive Assistant (Allen Family Philanthropies)

VALE GROUP • Seattle, WA, US

12 days ago

Job type

Full-time

Job description

Job Description

About Allen Family Philanthropies

In 1988, the Paul G. Allen Family Foundation was founded by philanthropists Jody Allen and the late Paul G. Allen, co-founder of Microsoft. Known today as Allen Family Philanthropies, the foundation invests in communities across the Pacific Northwest and beyond to strengthen arts and culture, empower the next generation of changemakers, and support a global network of partners working to advance biodiversity and human well-being. In addition to our core program areas of arts & culture, youth, and environment, the foundation funds bioscience via the Paul G. Allen Frontiers Group and contributes to a wide range of sponsorships and community grants across Washington.

Position Summary

The Foundation seeks a dedicated Executive Assistant to serve as a critical administrative partner to the AFP’s Executive Director. The Executive Assistant will be responsible for scheduling appointments and calls, arranging meetings and travel, providing event support, creating presentation packages and materials, managing departmental budget administration, reconciling expense reports, and completing administrative projects as assigned. The Executive Assistant will also oversee the AFP SharePoint site and provide support for the Fluxx grants management database

This position has access to and regularly works with sensitive, highly confidential, and strategic information that requires considerable discretion, independent judgment, and tact. It also requires a professional attitude and strong interpersonal communication skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Scheduling and correspondence :

Maintain and manage the Executive Director’s dynamic calendar in close coordination, demanding meticulous attention to accuracy, prioritization, and timeliness.
Manage all scheduling inquiries, using a solution-based and mission-driven approach to ensure prompt responses and strategic prioritization of the Executive Director's time.
Arrange and manage all complex and detailed travel logistics, including drafting itineraries, preparing comprehensive briefings, and compiling all necessary documents for travel-related meetings.
Prepare and process all outgoing professional correspondence, ensuring timely delivery via email, courier, and FedEx as required.
Compose, process, and meticulously edit all professional correspondence and internal documents utilizing Microsoft Word and Excel, ensuring accuracy and alignment with organizational standards.

Meeting preparation

Design and format high-quality presentation packages and foundational materials for key stakeholders.

Coordinate all meeting logistics from initial scheduling through execution, including reserving appropriate facilities, preparing detailed agendas, recording and distributing meeting minutes, and arranging catering services as needed.

Welcome scheduled guests, manage check-in procedures, and escort them efficiently to designated meeting locations.

Oversee all meeting technology and resources, ensuring smooth operations for both in-person and virtual attendees.

Provide an atmosphere of professional hospitality and excellence for all internal and external contacts.

Perform essential general office duties, including accurate filing, scanning, and copying.

Budget administration

Reconcile credit card statements and detailed expense reports for the Executive Director and designated staff.

Liaise directly with the Finance department to support budget tracking and actual cost reconciliation activities.

Complete and submit all expected reports and essential operational documents as required.

Assist with the preparation of contracts; assist with the reconciliation of invoices for fees and expenses

Maintain and update all essential files, records, and database entries used for tracking project and departmental progress.

Coordinate departmental purchase requests and process incoming invoices.

Systems and processes

Coordinate and execute comprehensive onboarding activities to successfully integrate new hires, providing them with essential information and facilitating critical team and resource connections.

Provide comprehensive administrative support for all contracts, including accurate tracking, managing internal routing for review, and coordinating the final signature and approval stages.

Maintain the functionality of SharePoint sites by providing timely access to necessary users, updating sites as required, and serving as a point of contact for the team and external users.

Manage departmental SharePoint files, Fluxx CRM, and Smartsheet Project Tracking, as requested.

Event planning and execution

Event Coordination : Research, plan, and execute all internal and external AFP events (both on-site and off-site) and internal team-building activities, ensuring seamless logistics and high engagement.

Project Support : Complete high-priority special projects and fulfill other executive duties as assigned, consistently demonstrating adaptability and confidentiality.

QUALIFICATIONS

To perform this job successfully, an individual must be able to satisfactorily perform each of the essential duties. The requirements below represent the necessary knowledge, skills, and / or abilities. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Strong candidates display :

Demonstrate a strong commitment to AFP's mission and consistently operate in alignment with the organization's core values.

Possess strong critical thinking abilities and meticulous attention to detail, ensuring accuracy in all tasks and decisions.

Uphold the highest standards of honesty, integrity, and responsibility, consistently fulfilling all professional commitments.

Exhibit a proactive inclination toward continuous process improvement, seeking opportunities to enhance efficiency and performance.

Demonstrate the ability to anticipate challenges and engage in proactive, creative problem-solving to mitigate issues before they escalate.

Knowledge, Experience, Skill, and / or Ability Required :

Executive Support and Availability

Proven success in managing and maintaining a complex executive calendar and detailed domestic and international travel schedules.

Demonstrated ability to maintain 24 / 7 availability for urgent, time-sensitive needs that may arise outside of regular business hours.

Exceptional judgment and proven ability to work independently with minimal supervision, adeptly taking direction via email in lieu of in-person discussion.

Maintain a high level of professional maturity and a polished, executive-level demeanor in all internal and external interactions.

Adaptability, Prioritization, and Discretion

Proven ability to handle multiple, competing priorities efficiently while remaining highly flexible in a fluid, fast-paced environment with constantly evolving or tentative plans.

Experience working with high-profile contacts and the capacity to manage confidential and sensitive material with absolute discretion.

Exhibit proactive initiative and creative problem-solving skills to anticipate needs and resolve issues before they escalate.

Must be highly organized, dependable, and possess the ability to think through complex situations quickly under pressure.

Communication and Relationship Building

Excellent verbal and written communication skills with a proven ability to quickly build rapport and professional relationships with internal colleagues, partners, and high-level external contacts.

Meticulous attention to detail is required for all tasks, especially in financial reconciliation and document preparation.

Preferred Skills and Familiarity

Familiarity with financial systems, including expense management, invoice processing, travel systems, and Customer Relationship Management (CRM) platforms.

Working knowledge of organizational and workflow platforms such as Smartsheet and Lucid Chart.

Required Computer Skills :

MS Office (Word, Excel, Outlook, PowerPoint)

SharePoint

MS Project24

Education / Experience / Certifications :

Bachelor’s degree (B.A. or B.S.) from an accredited institution and five plus years relevant executive support experience preferred, or an associate’s degree (A.A.) and 7 plus years relevant executive support experience. An equivalent combination of education and experience will be considered.

Special remarks regarding work environment :

Ability to travel and work outside of typical work hours (i.e., early mornings and / or late evenings) when required to accommodate various time zones.

This is a hybrid role requiring four days per week (Monday through Thursday) in the office. Fridays are designated remote workdays. The hybrid work environment is an organizational decision that benefits employees, may differ from job to job, and is subject to change as needed.

Compensation :

The compensation range for this role is $49.45 - $60.44 per hour. The upper portion of the salary range is typically reserved for employees who consistently demonstrate strong performance over time or candidates who exceed our expectations for experience and skill set.

We personalize offers for each chosen future employee, carefully considering various factors when reviewing each candidate. These factors include experience, professional achievements, education, and individual backgrounds, along with internal equity, any of which could affect your compensation offer.

In addition to your base compensation, all employees are eligible to participate in our discretionary bonus program. We also offer medical, dental, vision, wellness, and 401k benefits. For more information about our benefits, please visit our Career Center by clicking here : Career Center.

We’re committed to inclusion and equal opportunity.

Vale Group LLC is an equal opportunity employer. Every qualified applicant will be considered for employment. We do not discriminate based on race, color, religion, gender, sexual orientation, age, national origin, religion, marital status, sex, disability, political ideology, veteran status, or other protected class.

Full-time

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