Job Type: Permanent
Salary Details: $75,000- $85,000
Deadline: Jul 23, 2023

Another Source’s client, the Seattle Aquarium, is recruiting an Executive Assistant to the VP of Philanthropy to join their team in Seattle, WA. This role has hybrid flexibility working 4 days in the office and 1 day remotely, with the remote day being either Monday or Friday. 

The Seattle Aquarium Society is a nonprofit organization operating the Seattle Aquarium (the Aquarium) on Seattle’s waterfront. The Aquarium works among global leaders to advance animal well-being, marine and ecosystem science, public policy, field conservation, and education that benefits our one ocean. We thoughtfully bring the ocean to life for the public with experiences that inspire awe, empathy, and conservation action. Our work is integral to a healthy future for marine life, people, and the planet.  

All positions at the Aquarium support our SALISH Values (Sustainable, Awe-Inspiring, Learning and Improving, Inclusive Community, Scientific Integrity, Honoring Place). As a part of our values, the Aquarium is committed to creating a diverse, equitable and inclusive organization that reflects our community.  

We recently adopted a new DEI strategic plan  https://www.seattleaquarium.org/what-we-stand-for  and Regenerative Plan  https://www.seattleaquarium.org/sustainability. 

Purpose of this position

Do you want to make a difference in protecting the ocean and the planet? Do you want to build community and work in close collaboration with a dedicated group of people who care about protecting and caring for marine animals, plants, and ecosystems? The Executive Assistant, Philanthropy (EAP) closely partners with the VP Philanthropy and the Philanthropy team to build and sustain relationships with people who make financial contributions to sustain our mission and comprehensive campaign. We are a learning team who seek to work together in collaboration while honoring the contributions and value of each individual team member.  

In this administrative role, you will help to advance the Seattle Aquarium’s mission of Inspiring Conservation of Our Marine Environment by providing timely, proactive, consistent support—frequently acting independently and using judgement on confidential and sensitive donor issues—through a range of administrative duties in a fast-paced environment. The EA works directly with principal donors, campaign volunteer leadership, and members of the board of directors. This role staffs two board committees: Board Governance & Nominations Committee and Advancement Committee.  

Salary and benefits: $75,000 – $85,000/year, Dependent on experience. Full-time staff are eligible for the Seattle Aquarium’s comprehensive benefits package to include: 

  • Medical, vision, dental, an employer-funded health reimbursement account, medical and dependent care flexible spending accounts, life insurance, long-term disability 
  • 403b retirement fund with employer match 
  • Access to a subsidized ORCA pass 
  • A Seattle Aquarium Family Plus membership  
  • Generous paid time off. 

What you will be doing: 

Support to Vice President of Philanthropy 

  • Plan, coordinate and ensure the VP’s schedule is accurate, followed and respected. Approve all requests for VP’s time.  
  • Responsible to support the VP with regard to principal donor communication and fundraising and board work, including stepping in as proxy to the VP to answer and address questions from principal donors and their staff and board members. Drafts VP portfolio revenue forecasts.  
  • Provides staffing support for high-level stewardship of select donors in the VP’s portfolio, including personalized outreach, special invitations, and custom recognition opportunities. 
  • Prepares VP for meetings including summarizing issues for discussion, agenda items to be presented, and status of action items; requests reports and prepares briefing materials.  
  • Maintains VP’s donor data using the Raiser’s Edge donor database, tracking action items, and monitoring database dashboard for next steps. 
  • Maintains the timeline and framework for quarterly updating and reporting on department goals and benchmarks. Coordinates annual refresh of goals and metrics, including providing reminders to key stakeholders and program leads.  
  • Prepares monthly updates for presentation to the board. 
  • Coordinates logistics for a variety of meetings, including scheduling, room set-up, preparing materials, creating power point presentations, meeting technology, and hospitality. 
  • Maintains timeline and process for onboarding of new department staff and yearly performance evaluation schedule for VP with team members. 

Support to Board Committees 

  • Provides staffing support to the co-chairs of the Advancement Committee including scheduling meetings, developing and distributing agendas, recording minutes, and tracking action items. 
  • Staffs the co-chairs of the Board Governance & Nominating Committee, including scheduling meetings, developing and distributing agendas, recording minutes, tracking action items, including Equity discussion management and board nomination calendar and progress.  
  • Updates and facilitates the annual demographics survey of the board, including reporting and analysis on findings. 

Support to Philanthropy Department 

  • Manages and communicates to the team the annual calendar.  
  • Creates and maintains department and campaign budgets including with input from the team and VP. 
  • Coordinate, schedule and take meeting minutes for a variety of meetings.  
  • Manages purchasing, shipping/receiving, purchase orders and approval of invoices for the department. 
  • Provides general support at signature philanthropy functions and priority needs. 
  • Contributes to the effort to build a culture of philanthropy throughout the organization through excellent customer service. 
  • Honors the rights of our donors under the Association of Fundraising Professionals’ Code of Ethics.  
  • Maintain a high level of confidentiality as related to donor cultivation and other fundraising efforts. This includes access to fundraising software, donor lists, and executive email communications. 
  • All Aquarium staff and volunteers are expected to participate in advancing and integrating into their work Diversity, Equity, Inclusion, and Regenerative practices in alignment with our S.A.L.I.S.H. Values. 

What we would like to see from you: 

  • Associate degree or combination of equivalent education and experience in an office environment. BA preferred. 
  • Minimum five years administrative experience supporting an executive and team required, ideally in a non-profit organization. Experience handling highly confidential information and interactions with donor relations or supporting a philanthropy leader in a non-profit setting preferred. 
  • Able to prioritize conflicting needs; handle matters expeditiously, proactively, and follows-through on projects, often with tight deadlines and quick turn-around. 
  • Demonstrated ability to establish trust with staff at all levels including the executive team, board and board donors in one on one and in small and large group settings. Collaborative with internal and external customers.   
  • Customer service and solutions oriented; committed to helping to ensure the department runs efficiently and effectively; A positive and can-do attitude, ready to roll up one’s sleeves at a moment’s notice. 
  • Demonstrated ability to handle multiple projects and incoming requests from the team; experience taking initiative and using independent judgment in non-routine matters.   
  • Excellent time management with ability to prioritize and work with a high level of accuracy within a fast-paced environment. 
  • Exceptional attention to detail, highly organized and proactive in order to anticipate VP and department needs; able to track long-term strategies/projects.   
  • Strong communication skills: Oral, written as well as strong interpersonal communication skills in order to work effectively with high-level donors and stakeholders.   
  • Excellent Microsoft Office (Excel, Power Point, Outlook and Word) experience required.  Experience working with donor databases such as Raiser’s Edge preferred.  Experience setting up and working with meeting technology such as presentation software such as Power Point, projectors and laptops preferred.  
  • Demonstrates an understanding of the Aquarium’s Mission and Values, including Regenerative and Equity work. 

HOW TO APPLY

Please submit your application with the following link: https://careers-anothersource.icims.com/jobs/101174/executive-assistant-to-the-vp-of-philanthropy-seattle-aquarium/job?mode=job&iis=SOURCE&iisn=ConservationJobBoard