Executive Assistant and Office Manager

BASIC INFORMATION

Place of Performance: Seattle, Washington

Supervisor: Co-Presidents

Status: Full Time, Exempt

Travel Requirements: Minimal

Salary Range: $70,000 - $85,000

WHO WE ARE

WA Charters knows that Global Majority communities, immigrant and refugee communities, low-income communities, and individuals living with disabilities disproportionately shoulder the burden of the impacts of inequitable access to high- quality public schools. Working for and in partnership with impacted communities is a critical priority of our, school services, legal, advocacy, communications, and engagement work to support charter public schools at every stage  of their development. By doing so, we believe charter public schools will be a lever to improve educational outcomes across charter and traditional schools for all students.

Washington is the 42nd state to open its public education system to charter public schools and the charter public school law puts a strong emphasis on ensuring that its charters are high-quality options for students that don’t have access to them currently. The Washington State Charter Schools Association (WA Charters) is a non-profit organization that advocates for and develops high-quality charter public schools that meet the needs of systemically underserved students.

POSITION OVERVIEW

While the primary focus of this position is supporting the office of the Co-Presidents to effectively lead the company and provide office management, all positions at WA Charters contribute to our broader goal of advancing equity in Washington State’s public schools.

The Executive Assistant and Office Manager is responsible for providing comprehensive support to the Co-Presidents, Board of Directors, and oversees day-to-day office administration. This dynamic position requires the ability to anticipate needs, think critically, prioritize competing demands, and offer solutions with a high level of professionalism and confidentiality.

KEY RESPONSIBILITIES

Administrative Support: 60%

• Work with Co-Presidents to coordinate unilateral and individual support based on role and need. Including but not limited to:
  • Calendar management
  • Expense reimbursement and company credit card submission, ensuring accurate and timely reporting
  • Travel logistics
  • E-mail and communications support
  • Other as needed
• Represent the Co-Presidents to both internal and external constituencies when needed; work closely with the Co-Presidents to keep them well informed of upcoming commitments and responsibilities and following up appropriately.
• Coordinate logistics, including board packets and presentations, for and during meetings of the Board of Directors and finalize board meeting minutes.
• Coordinate and maintain board resolutions, terms, calendars, and other key governance policy documents to ensure that the Board of Directors meet their governing and fiduciary responsibilities as outlined in the organization’s bylaws.
• Maintain a high level of integrity and discretion in handling confidential information.
• Administer registration process for WA Charters program offerings.

Office Administration: 25%

• Oversee day-to-day office administration and WA Charters physical assets.
• Coordinate the management of information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning.
• Maintain, administer, and train others on effective use of platforms and systems such as Box, Microsoft Office 365, Zoom, DocuSign, BambooHR etc.
• Devise and maintain office systems, including data management, to ensure documents are protected/secured with the appropriate level of confidentiality.
• Support HR team with on-boarding and off-boarding staff and recruitment logistics.
• Answer main phone line and respond to info@ inquiries.
• Process and distribute daily mail, including logging checks received and deposit checks received in compliance with financial policies and procedures.
• Provide hospitality to all guests and help to create a welcoming environment.
• Order and maintain inventory of branded apparel, gifts, and other materials.
• Maintain condition of office including office and kitchen supplies; serve as liaison between office and building management.
• Maintain virtual office staff wiki.

Employee Engagement and Other: 10%

• Support the planning, including arraigning logistics, and execution of gatherings including but not limited to annual board, staff, and Member Council retreat, and other all staff gatherings.
• Support staff with event logistics as needed and as time allows, specifically the Annual WA Charters Conference.
• Provide sector and organizational data collection support to Executive Team, as needed.

Contribute to WA Charters Strategy and Sector Support: 5%

• Work with the entire team to uphold equity throughout every aspect of our work including external engagement, strategy, advocacy, communication, school services, operations, and development.
• Participate at two school or community events in support of our broader community each year.
• Provide additional support across the organization by leading and participating in additional projects as needed.
• Understanding and awareness educational equity, program services, policies, laws, and regulations.
• Provide interpretation of program information internally and externally.

WHO YOU ARE

WA Charters is seeking a team member that has the following essential skills and experiences:

• A resolute personal and professional commitment to diversity, equity, and inclusion.
• Willingness to be an ally and an active leading voice for equity; willingness to share own ideas amongst staff, stakeholders, and board members.
• Bachelor’s degree or equivalent experience, preferred.
• 5 years supporting C-level executives and Board of Directors experience preferred. Not for profit organization experience preferred but not required.
• Familiarity with Board of Directors policies and preparing resolutions.
• Ability to complete high volume of tasks and projects with little or no guidance.
• High project managements skills preferred.
• Expert proficiency with Microsoft Office suite.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including board members, senior executives, staff, community leaders, and funded partners.
• Excited by prospect of creating a continuously improving program, at times working independently and at others with a team.
• This position requires flexibility to travel to work site, a valid Washington Driver’s License, and proof of minimum state required insurance.

WORKING ENVIRONMENT

• Open office workspace, with frequent sitting, occasional standing and/or walking and urban noise
• Frequent computer use
• Occasional local travel outside of the office, driving own vehicle or public transit
• Occasional need based irregular hours outside of the standard workweek (e.g., nights and weekends)
• Occasionally lift/carry up to 25 pounds
• Occasionally push/pull up to 25 pounds
• Note: WA Charters will make accommodations where necessary

WHAT WE OFFER

• A chance to transform Washington State’s public education to create broader equitable outcomes and policies for all students in Washington State
• A passionate, fun, fast-moving, and collaborative team
• Salary range $70,000 - $85,000, depending on experience. The salary range represents the minimum to mid-point of the WA Charters Salary band. We typically set initial salaries between the minimum and .95 of the mid-point, to allow for growth over time. Exceptions can be made for more-experienced hires.
• Medical, dental, vision, and Rx benefits and life insurance (details provided upon request)
• 401(k) Plan with an employer match
• Unlimited sick time
• PTO days and paid federal holidays

HIRING PROCESS

• To apply, please submit a resume and complete the companion application through the BambooHR portal
• The position will remain open until filled; however, anyone interested in the position is encouraged to apply early in the process, as the preferred start date is 4/17/2023 or earlier
• If your skills are a match, we will contact you to schedule a phone interview, followed by an interview with members of our team

EQUAL OPPORTUNITY EMPLOYER

WA Charters is an equal-opportunity employer. We will not discriminate and will take affirmative action measures to ensure against discrimination in employment, recruitment, advertisements for employment, compensation, termination, upgrading, promotions, and other conditions of employment against any employee or job applicant on the bases of race, color, gender, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender identity or gender expression.