Administrative Assistant

We are seeking a passionate and dedicated administrative professional to support the Chief Development Officer (“CDO”) and Development staff in our administrative headquarters. The Administrative Assistant will support regular weekly, monthly, and seasonal tasks for the CDO, the Development team, and the Administrative Office; this will entail a regular schedule of tasks and projects to ensure clarity of the work at hand.

The Administrative Assistant actively engages in Mary’s Place racial equity work – striving for racially equitable outcomes and taking responsibility for creating, maintaining, and affirming communities for people of color, immigrants and refugees, trans and gender non-conforming people, and other populations who routinely encounter systemic oppressions.

This is an in-person, full-time, non-exempt, hourly position. This role does not supervise any employees or interns. The schedule may include occasional evenings or weekends. The salary range is $25-$27 per hour DOE.

This position reports to the Chief Development Officer.

Key Responsibilities

• Assist the CDO with tasks such as calendaring, meeting scheduling, drafting and sending communications as well as organizing and preparing for meetings and site tours with donors by gathering documents, attending to logistics, and taking notes.
• Regularly monitor various Development team inboxes (i.e. events@, holiday@), providing excellent customer service and timely response, or routing incoming requests and inquiries to appropriate internal contacts as needed.
• Provide support (i.e. scanning, envelope stuffing, sealing, postage) for donation receipts, tributes, thank you letters/cards, and other in-house mailings.
• Pick up mail weekly at the downtown Seattle Post Office.
• Process donations sent via mail (scan and upload).
• Support Special Events with various tasks, such as coordinating deliveries, preparing materials and gift bags, and staffing events.
• Provide event registration support through timely customer service of donor questions, updating attendee information via the donor database and registration systems, and supporting the Events and fundraising teams with tracking attendee information, special requests, and seating preferences.
• Provide back-up data entry support during busy donation periods.
• Prepare and collate other development materials for team members.
• Support the Administrative Office as needed.

Skills & Qualifications

• Experience in an administrative assistant role, and experience supporting multiple groups or individuals, including leadership roles, is preferred.
• Record of accomplishment demonstrating a high level of discretion and judgment, and the ability to maintain confidentiality of sensitive information and donor information.
• Highly organized; manages time and prioritizes effectively, with the ability to manage multiple activities and priorities at once and adapt to changing needs.
• Dedicated to meeting the expectations of the leaders and staff of multiple teams; able to speak up to communicate conflicting timelines and needs.
• Ability to excel in a collaborative and fast-paced environment, as well as in working independently.
• Excellent written, verbal, and listening skills.
• Experience with and accuracy in data entry.
• High-level skills in the Microsoft Office Suite, especially Word, Excel, PowerPoint, and SharePoint.
• Experience with and comfort operating standard office equipment (computers, phones, mail machine, photocopier).
• Access to a personal vehicle to be able to travel around the county (mileage reimbursed).
• Highly motivated, resourceful, flexible.
• Possesses a positive attitude, calm demeanor, and sense of humor – even under pressure.
• Strong understanding of and commitment to the Mary’s Place mission of empowering women, children, and families experiencing homelessness and of Mary’s Place’s commitment to equity and diversity.

Physical Requirements

• Ability to converse with and listen to people in many different settings.
• Ability to use a computer and telephone, as well as other standard office equipment.
• Ability to sit, walk, stand, bend, squat, climb, kneel, and twist on an intermittent or continuous basis.
• Ability to occasionally push, pull, lift, and/or carry supplies up to 25 pounds.
• Work takes place in a social services environment where extended periods of sitting, working on a computer, walking to various work areas, going up and down stairs, and standing are required.
• Travel to program sites and meetings off-site may be necessary on occasion.

In compliance with the ADA Amendment Act, should you have a disability that requires assistance and/or reasonable accommodation with the job application process, please contact the Human Resources department. Qualified individuals must be able to perform the essential duties of the position with or without accommodation. A qualified person with a disability may request a modification or adjustment to the job or work environment to meet the physical requirements of the position. Mary’s Place will attempt to satisfy requests if the accommodation needed is reasonable, and no undue hardship to Mary’s Place would result.

Benefits

• Medical and dental insurance with the cost for core employee coverage paid at 100% by the company and competitive family rates.
• Basic Life insurance of $50,000 at no cost to employee; option to buy additional coverage.
• 403(b) plan with 50% employer match on the first 6% employee contribution. Eligible to participate upon hire; eligible for match after first year of employment.
• Unlimited use ORCA pass for a small deduction per pay period.
• Starting at 10 days paid time off (PTO) each calendar year.
• 10 days of sick time each calendar year.
• 10 days of flexible floating holidays each calendar year (accrued 40 hours on Jan. 1 and July 1, and pro-rated during first year).
• Employee Assistance Program.

Mary’s Place is an Equal Opportunity Employer. We value a diverse workplace and strongly encourage women, people of color and other underrepresented groups, LGBTQ+ individuals, people with disabilities, foreign-born residents, and veterans to apply. We celebrate diversity and are committed to creating an inclusive environment for all employees.