Executive Assistant

Executive Assistant

Reports To: Director of Development
 Status: Full-Time, Non-Exempt

Position Summary

The Executive Assistant provides high-level administrative, operational, and coordination support to the CEO, Director of Development, and Executive Leadership Team at Partners Inland Northwest. This role is critical to ensuring leadership operations, internal systems, and organizational logistics run smoothly and efficiently.

The Executive Assistant acts as a trusted partner to leadership—anticipating needs, managing priorities, supporting cross-department coordination, and leveraging technology to streamline workflows and communication.

The ideal candidate is highly organized, proactive, tech-savvy, and adaptable, with a strong ability to support senior leadership in a fast-paced, mission-driven nonprofit environment.

Key Responsibilities

Executive & Leadership Support

Provide direct administrative support to the CEO and Executive Leadership Team, including scheduling, calendar coordination, meeting preparation, and follow-up.

Assist in managing executive calendars, prioritizing requests, and coordinating internal and external meetings.

Prepare agendas, take meeting notes, track action items, and support follow-through on executive decisions.

Serve as a professional point of contact between leadership, staff, board members, donors, and external partners as needed.

Support confidential communications and sensitive information with discretion and professionalism.

Office & Administrative Operations

Manage daily office operations, including purchasing office supplies, postage, and development materials.

Coordinate mail-related activities such as purchasing stamps, preparing outgoing mail, and managing regular mail runs.

Support donor thank-you and acknowledgment processes, including addressing envelopes and assisting with mailings.

Maintain organized digital and physical filing systems to support leadership and organizational needs.

Support onboarding of new staff by coordinating workspace setup and basic orientation logistics.

Maintain office signage and assist with branding-related needs within the workspace.

Ensure the office remains stocked, functional, and professional at all times.

Technology, Systems & AI-Enabled Support

Utilize digital tools, shared drives, calendars, and project-tracking systems to support executive workflows and organizational coordination.

Assist leadership in organizing information, documents, and communications using modern productivity tools and platforms.

Support the adoption and effective use of technology and AI-enabled tools (such as scheduling tools, document organization, workflow automation, or content drafting support) to increase efficiency and reduce administrative burden.

Maintain clear, organized digital systems that support institutional knowledge and continuity.

Demonstrate comfort learning and adapting to new technologies and systems as the organization evolves.

Facilities, Vendor & IT Coordination

Serve as a point of contact for facilities, utilities, printers, and IT vendors.

Coordinate with third-party facility management providers as needed.

Assist with signage installation, maintenance, and updates.

Witness deposits and support operational financial procedures as requested.

Events, Meetings & Scheduling Support

Provide administrative and on-site support for organizational events, leadership meetings, and donor or community engagements as needed.

Assist with event logistics, including supplies, signage, setup coordination, and post-event organization.

Coordinate tabling schedules and community outreach calendars in partnership with staff.

Provide additional administrative support during high-volume periods, special initiatives, or organizational milestones.

Organization-Wide Support

Provide flexible administrative and operational support across departments to ensure smooth day-to-day functioning.

Anticipate emerging needs and respond with professionalism, initiative, and a solutions-oriented approach.

Contribute to a positive, collaborative workplace culture that supports Partners Inland Northwest’s mission and values.

Qualifications

Minimum of 2 years of experience in executive assistance, administrative coordination, office management, operations, or a related role.

Demonstrated experience supporting senior leadership or executive-level staff preferred.

Strong organizational, time-management, and problem-solving skills.

Excellent written and verbal communication skills.

High level of professionalism, discretion, and ability to manage confidential information.

Comfortable using modern office technology, shared digital drives, scheduling platforms, and productivity tools.

Willingness and ability to learn and use AI-enabled tools to improve efficiency and workflow.

Experience working in a nonprofit, community-based organization, or small-team environment preferred.

Working Conditions

Work is primarily based in an office environment. Some evening or weekend hours may be required for events or special organizational needs.

Benefits

11 paid holidays

Paid Time Off (PTO): 25 days accrued per year

Medical Premium Reimbursement: Up to $700 per month

Retirement Plan: Up to 3% employer match on SIMPLE IRA contributions