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Sr. Executive Assistant

National CASA Association

Sr. Executive Assistant

Location: Seattle, WA

The National Court Appointed Special Advocate (CASA) Association fulfills society’s most fundamental obligation by making sure a qualified compassionate adult will fight for and protect an abused or neglected child’s best interests. The mission of National CASA, together with its state and local members, is to support and promote court-appointed volunteer advocacy so that every abused or neglected child can be safe, establish permanence, and have the opportunity to thrive. But today, only 45% of the children in the system have access to a CASA volunteer. The National CASA organization is committed to assuring 100% of the children in the system have access to a CASA volunteer.

Breaking New Ground
National CASA has developed a strategic framework that is informing and guiding our efforts through a major reorganization, development of a new business model, and plan for the future direction of the organization, including the launching of a major Capital Campaign. The leadership team that will drive these changes will be strategic thinkers, relationship builders, collaborative decision-makers, entrepreneurial achievers, effective communicators, change leaders, inspiring motivators, and culturally competent.

Position Summary
The Sr. Executive Assistant will provide direct administrative and project management support to the CEO by creating and preparing agendas, presentations, documents, spreadsheets, logs/databases, and schedules; tracking action items; managing the CEO’s calendar; making travel arrangements; preparing constituent packets; and, identifying issues, conducting research, developing options/solutions and providing advice and recommendations. The Sr. Executive Assistant will also be responsible for supporting the CEO in her work with of the Board of Trustees. The Sr. Executive Assistant will report to the CEO.

Primary Responsibilities

  • Enhance the work of the CEO through general assistance and organizational support on a daily basis to include day to day interaction and facilitation of internal and external request and various aspects of interdepartmental communication
  • Coordinates and manages the CEO’s schedule by planning and scheduling meetings, conferences, teleconferences, prioritizing functions and appointments, ensuring that meetings, deadlines, presentations and logistics are handled seamlessly
  • Writes reports on the status of major projects, after meeting action item reports, and other reports and updates that keep the CEO informed at all times on the status of assignments, projects and general operations
  • Serves as the liaison between the board and the executive office and facilitates communications, plans events, distributes information, drafts agendas and schedules meetings and records or prepares final minutes
  • Sets up and plans senior staff meetings, all-staff meetings, board meetings and retreats to include travel logistics, agenda preparation presentations and general flow to ensure successful outcomes of every meeting
  • Creates spreadsheets and charts, PowerPoint presentations, visual representations and diagrams
  • Conserve the CEO’s time by reading, researching, and routing correspondence, drafting letters and documents, collecting and analyzing information, and initiating communications
  • Conducts research on Board and Donor prospects and maintains donor and board records
  • Develop agendas, track/capture action items for pre-planning meetings and post meetings
  • Plan and prepare for all CEO meetings both internally and externally by developing or researching background on meeting participants, gathering information relevant to the subject matter to ensure CEO is prepared to respond to questions and knowledgeable about the meeting agenda and related topics
  • Prepare reports by collecting and analyzing information related to the organization and CEO’s work.
  • Provide historical reference by developing and using filing and retrieval systems; and, creating written notes or taking minutes at meetings
  • Develop and prepare presentations for CEO meetings that are highly professional and graphical from data, outlines and with limited direction
  • Implement ongoing process improvements using technology and best practices to facilitate the effectiveness of the executive office operations
  • May attend meetings and travel with the CEO, as requested
  • Coordinate and book all travel for CEO, as well as all expense reports
  • Facilitate planning for and execution of required technology, hospitality and space/logistics for meetings of the Board of Trustees and Board Committees
  • Maintain the accuracy of organizational and trustee documents including the bylaws, Trustee Governance Guidelines, and Trustee Roles and Responsibilities.
  • Special projects as assigned.

Experience and Professional Qualifications:

  • Must have 7-9 years of experience directly supporting and working with C-suite level executives including strong experience working with a very busy CEO and Board of Trustees
  • Must understand the sensitive nature of working in the executive office and have good judgement, problem solving skills and maintain the highest levels of confidentiality and integrity
  • Must have the ability to foresee future needs and act proactively
  • Must be able to anticipate and fulfill the business needs of executive leadership
  • Must be comfortable operating in a fast-paced environment
  • Must be flexible in the face of changing priorities
  • Must have excellent written communications and interpersonal skills and the ability to interact positively with all levels within the organization including senior executives, trustees, donors, and peers
  • Must project a positive, collaborative, professional demeanor at all times
  • Must have the ability to solve problems and meet deadlines with a great level of flexibility
  • Must have strong experience working effectively with a very busy CEO and Board of Trustees, and preferably a national board
  • Must have advanced- level expertise with the full MS Office Suite

Salary and Benefits
Salary is commensurate with experience. National CASA offers a competitive base salary plus benefits, generous paid leave, and work/life balance policies. This is a full-time, exempt position.

Organizational Values
Adaptability ◦ Collaboration ◦ Integrity ◦ Respect ◦ Quality ◦ Service ◦ Stewardship

National CASA/GAL, headquartered in Seattle, Washington and with an office in Washington D.C., is committed to an inclusive and welcoming workplace environment. We are proud to be a Best Adoption Friendly Workplace by the Dave Thomas Foundation for Adoption. National CASA has been certified by the Standards for Excellence Institute for ethics and accountability in the nonprofit sector. To apply, please send cover letter and resume to Position will remain open until a candidate is selected.