Executive & Administrative Assistant

ABOUT CHILDREN'S ALLIANCE

Children's Alliance strives to place racial justice at the heart of Washington's laws and budget priorities so that every child can thrive. Children's Alliance's work is grounded in the fundamental belief that a spark of genius exists in every child. But for too many of our children, racism and poverty create barriers that prevent them from unlocking their vast potential. Our vision is that all of Washington's children will have an abundance of what they need to grow up to be the people they dream of becoming.

POSITION SUMMARY

The Executive & Administrative Assistant is a highly organized, detail-oriented professional who plays a critical role in ensuring the smooth and effective operation of Children’s Alliance. This position serves as a central hub for administrative, financial, and operational coordination across the organization.

The ideal candidate is highly organized and detail-oriented with the ability to follow through on tasks and maintain accuracy across multiple priorities. A collaborative team player that builds strong working relationships across the organization. They are comfortable asking questions, seeking guidance when needed, and continuously improving their skills.

KEY RESPONSIBILITIES AND CORE FUNCTIONS

Bookkeeping & Development Support (45%)

• Manage day-to-day bookkeeping activities in QuickBooks Online, ensuring accuracy and timeliness.

• Record invoices, payments, and financial transactions to maintain reliable and up-to-date financial records.
• Receive, process, and track incoming checks; maintain an accurate check log and enter all related transactions into QuickBooks.
• Process accounts payable, including receiving invoices, obtaining approvals, and issuing payments via electronic transfer or check.
• Conduct vendor reviews to ensure proper documentation and compliance, including verifying W-9 forms.

• Support development operations using the organization’s CRM (currently Bonterra), including:
  • Recording contributed revenue and donor information.
  • Preparing and sending donor acknowledgments and recognition materials in a timely and professional manner.

Executive Director & Board Support (50%)

• Provide complex calendaring support to the Executive Director, including scheduling, rescheduling, and prioritizing meetings based on internal priorities.
• Day-to-day administrative support to the Executive Director, including document preparation, agenda coordination, note-taking, and distribution of follow-up items.
• Prepare and submit the Executive Director’s monthly expense reports, ensuring compliance with internal policies.
• Prepare and submit monthly Public Disclosure Commission (PDC) L-2 reports, ensuring accuracy and compliance with reporting requirements.
• Coordinate and manage domestic travel arrangements for the Executive Director.
• Support Board of Directors operations by:
  • Scheduling board and committee meetings
  • Preparing and distributing materials
  • Maintaining email distribution lists
  • Coordinating meeting logistics
  • Save essential board documentation, including agendas, minutes, presentations.
• Exercise sound judgment in managing competing priorities and responding to incoming requests.
• Maintain a high degree of professionalism, discretion, and confidentiality in handling sensitive information.
• Support special projects and strategic initiatives as directed by the Executive Director.

Organizational Engagement (5%)

• Contribute to the organization's commitment to undoing institutionalized racism in its policies, practices, and operations.
• Support recurring all-staff activities, including lobby day in Olympia, and the annual fundraising luncheon.
• Other duties, such as supporting office operations, as requested

WORK REQUIREMENTS

• Children's Alliance offers a flexible hybrid work environment; current in-office days are Tuesday and Thursday.
• Flexible hours, limited evening and weekend work with advanced notice.
• Ability to work extended hours without PTO during legislative session months.
• Occasional travel, including Olympia during the state legislative session.
• Ability to attend and support in-person events three-to-four times per year and as determined by organizational needs.
• Children’s Alliance is an equal opportunity employer. We celebrate diversity and are committed to fostering an inclusive, equitable workplace where all employees can thrive. Reasonable accommodations are available to qualified individuals with disabilities to support their ability to perform the essential functions of this role.

QUALIFICATIONS

• Two (2) + years of experience in executive level support, or related administrative support roles. 
• At least one (1) year of experience in bookkeeping or financial recordkeeping (e.g., QuickBooks or similar systems).
• Experience supporting nonprofit board of directors preferred
• Strong project and workload management skills, including the ability to manage multiple concurrent projects with competing deadlines with support and guidance.
• Experience providing executive-level administrative support, including complex calendaring and meeting coordination.
• Strong written and verbal communication skills are essential.
• Proficiency with Microsoft 365 (Outlook, Word, Excel, Teams, SharePoint) or comparable tools.
• Proficiency with Asana or comparable project management tools.
• Ability to exercise sound judgment and maintain a high level of discretion with confidential information.

Children's Alliance values diversity and encourages candidates of all backgrounds to apply. If you do not meet all of the qualifications but are passionate about the work, we encourage you to apply and propose a plan for support where necessary.

COMPENSATION AND BENEFITS

Salary Range: $65,000-$75,000 per year. The offered salary will be commensurate with the selected candidate's experience and qualifications. Children's Alliance benefits include: 

• Heavily subsidized health insurance coverage, including vision and dental, for employees and dependents.
• Paid time off includes 12 days of vacation in the first year with incremental increases, 12 days of paid sick leave, plus 14 paid holidays.
• Children's Alliance matches employee elective deferral into the 403(b) tax-deferred retirement plan on a dollar-for-dollar basis, not to exceed 4% of compensation.
• Children's Alliance is committed to employee growth and advancement, including professional development investments.
  

HOW TO APPLY

Children's Alliance is an equal opportunity employer working toward a culturally diverse and culturally proficient workplace. We strongly encourage applications from people of color, immigrants, refugees, women, people with disabilities, members of the LGBTQ+ community, and other underrepresented and historically marginalized groups.

To apply, please click here to submit a cover letter and resume. Applications received after August 20th, may not receive full consideration.