Senior Administrative Assistant

Posted Date: October 20, 2020
Location: Seattle, Washington
ABOUT THE TRUST FOR PUBLIC LAND
The Trust for Public Land creates parks and protects land for people, ensuring healthy, livable communities for generations to come.
Come be a part of an extraordinary organization that has created more than 5000 places, protected 3 million acres, generated $74 billion for parks and conservation, and help put more than 8 million people within a 10-minute walk of a park.

POSITION SUMMARY:
The Senior Administrative Assistant is a critical role in the Northwest office with primary responsibility for office management support as well as executive support to the Northwest Director.  This position is ideally suited for a highly organized candidate with excellent multi-tasking and interpersonal skills.
 
RESPONSIBILITIES & ESSENTIAL FUNCTIONS:

 General office management support for the Northwest/Seattle office including the following:
  • Provide the central point of contact for communication with property management and security related to office repairs, maintenance, and renovation activities;
  • Manage the Seattle office phone system, photocopier, printers, meter machine, plotter, and other office equipment;
  • Manage relationships with vendors related to telecommunication, internet, photocopier, and other office equipment;
  • Act as a liaison to IS Support and provide troubleshoot assistance for onsite issues.
  • Provide in-person visitor reception and back-up phone reception;
  • Process Northwest accounts payable for Washington and Oregon, that include preparation and proper coding of invoices and check requests, obtaining necessary approvals, and managing billing discrepancies with vendors;
  • Sort incoming mail, prepare outgoing mail, and maintain all mailing supplies, including postage, meter, and mailing labels;
  • Handle transmission of documents via fax, e-mail, courier and overnight services;
  • Maintain Northwest directory, extension lists, and kitchen duty roster (if applicable);
  • Develop and maintain member, community and stakeholder contact lists;
  • Order and maintain office and kitchen supply levels;
  • Help coordinate and plan office events such as the annual holiday party;
  • Provide office support to Wenatchee and Bend field offices when necessary
 
Administrative support to the Northwest Director including the following:
  • Manage the Northwest Director’s calendar, availability, and coordinate meetings as directed;
  • Coordinate Director’s participation on four partner boards;
  • Compose correspondence (letters, memos, e-mail) on behalf of the Director;
  • Compile and submit expense reports;
  • Conduct internet research and create PowerPoint presentations when necessary; and
  • Collaborate with the Northwest Philanthropy Team and
 
Assistance to Philanthropy, Marketing, and Project teams.
  • Provide administrative support for local Advisory Board, including: scheduling meetings; managing meeting logistics; coordinating and distributing meeting agenda, packet and minutes; producing meeting minutes; and supporting new member orientations and Advisory Board committees.
  • Participate in Leadership Team meetings; create and distribute agendas, meeting summaries, and coordinate successful completion of tasks and projects by keeping track of schedules and reminding people of responsibilities.
  • Coordinate active and completed project lists, manage process for announcing recently completed projects
  • Coordinate and execute with program staff on local events and event logistics, including: advisory board meetings/events, community engagement activities, park openings, donor tours, annual leadership breakfast and others.
  • Organize and prepare for various office events with staff and/or partners.
     
QUALIFICATIONS
  • High school diploma and AS or AA (2 year college degree).
  • Minimum 4 years’ experience in administrative and office management support, at least 2 of those years supporting upper management.
  • Excellent written and oral communication skills. Demonstrated ability to work well with others, including different functional areas within region as well as national departments.
  • Excellent organizational abilities, attention to detail, promptness and dependability.
  • Ability to work with a high degree of self-direction and flexibility, especially with respect to taking initiative, prioritizing multiple tasks, and using good judgment to resolve problems.
  • Computer proficiency in Microsoft Word, Excel, Outlook, and PowerPoint is required, plus proficiency in web research tools.
 
The Trust for Public Land is actively recruiting a diverse work force.