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Senior Administrative Assistant

Seattle, WA
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.
 
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