Executive Assistant / Office Manager

North Cascades Institute seeks an individual to provide executive-level support to the Executive Director and Associate Director, and to support to the Board of Directors and the Board Chair. The position requires a high degree of initiative, independence, professionalism, diplomacy and discretion in handling confidential information. The Executive Assistant is also responsible for the efficient operations of the Institute’s administrative office. The Executive Assistant works with the Administration Director to carry out general business policies and procedures, and to provide leadership and oversight of office management.
The successful candidate will have excellent communications skills and a welcoming demeanor, be dependable, take initiative, and have the ability to prioritize, organize, and complete work assignments efficiently and effectively with minimal supervision. The Executive Assistant/Office Manager’s role requires someone with experience and success handling confidential information and the ability to make important decisions with little supervision. This position must have flexibility, accountability, attentiveness, and sharp attention to detail.

Responsibilities
EXECUTIVE SUPPORT  (50%)
- Assist Executive Director with scheduling and coordinating multiple appointments, conference calls and meetings, travel arrangements, copying, filing, course material preparation, database entry and calendar updates.
- Provide a high level of administrative support to the Board of Directors to schedule, prepare for and coordinate meetings. Work closely with Board Chair to prepare and distribute board meeting materials. Record meeting minutes. Assist with recruitment and board member selection, research and preparing of materials for prospective board members, and annual executive director evaluation. Maintain archives of board meeting minutes. 
- Coordinate, schedule and reserve meeting rooms in Sedro-Woolley; find and secure Seattle meeting locations (three times a year.) Coordinate Sedro-Woolley to Seattle board meeting car pools. Provide board and guests with necessary materials, food and beverages. Ensure meeting rooms are set up before and cleaned after use. 
- Provide administrative support to the Leadership Team with scheduling meetings (on and off site), retreats, agendas and meeting actions/notes. 
- Provide outstanding customer service to all external and internal customers by anticipating needs and proactively addressing issues as they arise.

OFFICE MANAGER (50%)
- Oversee incoming and outgoing mail: retrieve, sort, and distribute incoming mail in accordance with internal audit controls, process outgoing and overnight delivery mail, and coordinate delivery of Learning Center mail and packages. 
- Procure, track and maintain orderliness of office supplies. Maintain storage, common, and exterior areas and work with staff members to keep areas neat, clean and efficient and in accordance with fire code. Coordinate with USFS/building owner for office and warehouse matters. 
- Train staff on office machines, copiers, FAX and phone system (desk and external), obtain voicemail PINs for staff, provide USFS with updated staff roster for the main phone directory and coordinate with System Administrator on phone hardware repair and maintenance. Maintain office and warehouse equipment (printer, copier, etc.), handle maintenance, troubleshooting and equipment purchases. 
- Provide new Sedro-Woolley and visiting Learning Center staff with an office/building orientation. This includes creating and updating materials for the new employee orientation folder, key card, alarm system, phone system, ordering name tags and business cards, vehicle use, in/out board, staff meetings, board meeting schedule, etc. Prepare new staff member’s desk/area with necessary supplies and equipment to convey a welcoming and clean space.
- Develop and coordinate bi-monthly Sedro-Woolley staff meetings, take minutes and distribute. Manage staff and board/staff retreats, which may include evening hours and/or weekends.
- Invite staff to Institute events via Salesforce user calendar: staff meetings, staff retreats, board/staff retreats, holidays, and board meetings, and when new staff arrive invite them to recurring events. 
- Update and distribute staff roster and board roster.
- Accounts receivable: record and endorse funds, copy and record checks for finance and development departments, work with Retail Manager on retail store deposits, prepare and make bank deposits. 
- Manage filing system for the administrative areas, digital and hard copy archives and warehouse document management. 
- Maintain (Salesforce) database for administrative contacts, organizations, staff events and registrations, etc. with a high level of data integrity.
- Provide backup for HR Associate with employment hiring; coordinate job postings and advertising, track costs. Communicate status of applicant’s application, answer general questions. Using Paylocity’s Applicant Tracking System, post, track, monitor, provide access and copies of applicant materials to hiring staff. Correspond with applicants regarding job status, finalize/close job position files and postings. Maintain an applicant log for each job posting and archive employment documents in accordance with record and retention policies.
- Sedro-Woolley liaison for vehicle calendar. Schedule oil changes and maintenance for vehicles; provide vehicle training to Sedro-Woolley staff. 
- Assist with copy-editing.
- Other duties as assigned by supervisor or Executive Director.

Qualifications
- Bachelor’s degree in English, communications, business or related field; or equivalent combination of education and related work experience
- Minimum two years of executive assistant or equivalent level of administrative support
- Experience working with a nonprofit board of directors, or a desire to learn
- Possess a professional and positive attitude in the work environment
- Ability to maintain strict confidentiality regarding board, staff and other sensitive matters
- Excellent written and oral communication skills; ability to communicate effectively and project a professional image when giving and taking information in writing, in person, and over the phone
- Excellent customer service skills 
- Excellent time management, organization and independent judgment skills.  Proven ability to take responsibility and problem-solve in a proactive manner 
- Ability to produce accurate work with close attention to detail
- Ability to work independently and be self-directed
- Excellent computer skills: Excel, Word and email, and experience with Google applications is helpful
- Commitment to mission, vision, and goals of North Cascades Institute
- The ability to lift and carry 25 pounds
- Frequent sitting; regularly perform desk-based computer tasks with occasional filing
- The noise level in the work environment is moderate; the successful applicant must have the ability to work in a busy and fast-paced environment
- Valid driver’s license and acceptable driving record for the past three years
- Final offers of employment are contingent upon the successful completion of a background check that may include employment history, national criminal background check, national sex offender registry search and a credit check

Compensation: This is a full-time, regular, non-exempt position. The wage is $16-18 per hour, depending on experience. Benefits include paid time off, medical/dental insurance, long- and short-term disability insurance, tax-defined annuity and contribution retirement plan, and a yearly stipend to participate in Institute programs. 

Application deadline: November 2, 2014 or until filled

Start Date: December 10, 2014 (there will be a one-week paid winter closure from December 23, 2014 - January 1, 2015)

To Apply: Interested individuals are encouraged to submit a letter of interest, resume, and names of three references with current contact information to:
jobs@ncascades.org: reference “Executive Assistant” in the subject line
OR:
North Cascades Institute – Executive Assistant Search
810 State Route 20
Sedro-Woolley, WA 98284

Equal Opportunity Employer: Recruiting and retaining a diverse workforce is a high priority at North Cascades Institute. The Institute does not discriminate on the basis of race, color, national origin, religion, sex, gender, gender expression, gender identity, sexual orientation, physical or mental disability, military, genetic information, ancestry, marital status, age, citizenship or any other basis prohibited by law in any of its policies or programs.

About North Cascades Institute
The Institute’s mission is to conserve and restore Northwest environments through education. Since 1986 we have helped connect people, nature and community through science, art, literature and the hands-on study of natural and cultural history. Our goal is to help people of all ages experience and enjoy the mountains, rivers, forests, people and wildlife of the Pacific Northwest – so all will care for and protect this special place. The Institute is committed to innovation and excellence in environmental learning and leadership in the nonprofit community. We believe that sustainable communities are built on healthy environments, vibrant economies and social equity.

North Cascades Institute is a respected, national leader among U.S. environmental education organizations. The Institute is in sound financial health with a $3 million budget and strong reserves. In 2013, Charity Navigator awarded the Institute its 10th consecutive Four-Star rating, placing the Institute in the top 1% of nonprofit organizations demonstrating exemplary fiscal management and commitment to accountability and transparency. The Institute was also voted “Best Place to Work” in the 2013 Bellingham Alive – Best in the Northwest annual readers’ poll. This is a wonderful opportunity to join North Cascades Institute at a time of exciting growth.