Imperative Recruiting is a 3rd party recruiting agency working on behalf of Hedgebrook:

Hybrid Executive Assistant/Board Liaison to serve a Washington State based nonprofit organization that supports women writers. You will perform various executive administrative tasks, including managing emails, scheduling meetings and making travel arrangements. A large part of this role will be working with a diverse board of directors with complicated schedules and very little time. A strong Internet connection is required, along with experience using communication tools like Zoom and BoardVantage. Ultimately, you should be able to handle administrative projects and deliver high-quality work under minimum supervision within given deadlines. If you have been referred to as a 'mind-reader' by a previous executive, this role is for you! An understanding of how to take effective board meeting minutes is required.

Organizations Mission: Supporting visionary women writers whose stories and ideas shape our culture now and for generations to come.

Ideal candidates will have 3+ years of executive assistance, board liaison and project management experience ideally in a nonprofit environment.

Responsibilities:

Executive Assistant:

• Manage the CEO/ED’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Screen and prioritize emails, phone calls, and other communications.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Maintain confidential files and records.
• Organize and coordinate executive and board meetings.
• Prepare agendas, take minutes, and distribute meeting materials.
• Ensure all meeting logistics are arranged, including venue setup and technological requirements.
• Act as the point of contact between the executive office and internal/external stakeholders.
• Draft and proofread communications on behalf of the CEO/ED.
• Ensure timely and effective communication across the organization.
• Assist in planning and executing special projects and initiatives.
• Track progress on strategic goals and objectives.
• Coordinate cross-departmental efforts and monitor project timelines.

Board Liaison:

• Serve as the main point of contact for board members.
• Ensure timely and effective communication between the board and executive team.
• Distribute information, updates, and reports to board members as required.
• Schedule board meetings and supporting committee meetings.
• Prepare and distribute meeting agendas, minutes, and supporting documents.
• Maintain accurate and up-to-date records of board activities, decisions, and policies.
• Prepare and manage documentation for board meetings, including minutes, resolutions, and action items.
• Provide administrative support to board committees and task forces as needed.
• Support the board and executive team in strategic planning initiatives.
• Assist in tracking progress on strategic goals and objectives.
• Provide research and analysis to support board decision-making.
• Organize and coordinate special events, retreats, and board development activities.
• Handle event logistics, including venue selection, catering, and materials preparation.

Skills:

• Proven experience as an executive assistant onsite or virtually
• Familiarity with current technologies, like desktop sharing, cloud services and VoIP Google Suite
• Knowledge of online calendars and scheduling (e.g. Google Calendar, Calendly, etc)
• Excellent communication
• Excellent time management skills
• Top-notch organizational skills
• Passion for learning new/skills/platforms
• Ability to excel in an autonomous environment
• Ability to provide white-glove VIP support
• High school diploma required; additional qualifications as an Administrator or Executive Assistant are a plus
• Previous experience assisting C-Suite executive or Executive Director (nonprofit)
• Experience with boards and nonprofit clients/support critical for success in this position

Location: This is a hybrid position, requiring 4 days in office and 1 remote day per week. Organization located on Whidbey Island, WA. Candidates located in Greenbank, Freeland, Langley, Clinton highly preferred. Candidates in Oak Harbor, Everett and Mukilteo will be considered.

Benefits

• $60,000-$65,000 DOE
• Health Benefits: Hedgebrook proudly covers 100% of health, dental, vision, and life insurance for all team members working 20+ hours per week.
• PTO: Maintaining a healthy work-life balance is essential to our team's success. To ensure ample time off, our full-time team members accrue 10 Discretionary days annually and 10 vacation days during their first four years of employment. Because we can not anticipate illness or the need for well-care, 12 days of sick time is front-loaded annually.