Executive Assistant and Board Liaison

Hiring Organization Information

Organization Name: 
Philanthropy Northwest
Seattle; will also consider remote applicants from our six state membership region (WA/OR/ID/AK/MT/WY)
United States

Position Information

Employment Type: 
Full time
Salary Range: 
Job Category: 
Job Category - Other: 
Executive office; project management; event management
Organizational Overview: 

For more than 40 years, Philanthropy Northwest has served as a leader, collaborator and partner, working side-by-side with our members and partners in Alaska, Idaho, Montana, Oregon, Washington and Wyoming, to show the power and potential of philanthropy. Through collaboration and partnership, we test new and innovative ideas around policy, advocacy, community philanthropy and impact investing. We bring our members and partners together to learn, grow and become stronger and more united through convenings, events, cohorts, collaboratives and civil discourse.  

 Our work includes four core programs: 1) The Learning Network, a regional community providing opportunities for emerging and established philanthropy leaders to connect, learn and grow; 2) Democracy and advocacy, a team focused on public policy issues impacting the communities we serve and promoting democracy within the philanthropic sector and beyond; 3)  The Giving Practice, a national consulting team bringing customized solutions, deep regional relationships and national expertise to support organizations navigating philanthropy’s changing landscape; 4) An incubation platform for innovative philanthropic projects, including: Cascadia Foodshed Financing Project, Hmong Impact Giving Network, and Community Democracy Workshop. 


  • We elevate the field of philanthropy by identifying opportunities, taking smart risks, challenging our assumptions, experimenting creatively, listening actively, engaging in conversations and learning through action and reflection. 
  • Strong relationships power our work at every level; we build them with care and nurture them attentively. 
  • We embrace and encourage diversity, equity and inclusion in our community and continuously seek to bring new perspectives into our organization and our networks.
  • We are a learning organization that invests in supporting the ongoing growth of our individuals, our team and our community. 
  • We value high quality work that is grounded in deep mutual respect, healthy work/life balance, clear communication, humor and joy.  
Role Responsibilities: 

Philanthropy Northwest is seeking an experienced, proactive, reliable and task-oriented administrative professional to provide superior executive support to our CEO and board of directors. This person will be responsible for performing several complex administrative duties, including calendar management, email correspondence, travel logistics and coordination, event planning and managing our board of director meetings. We are looking for someone who is extremely self-motivated, has a high attention to details and can effectively manage a heavy workload in a fast-paced environment.


Executive Support 25%

  • Work closely with the CEO to provide executive support, including calendar management, travel planning and coordination, meeting scheduling, expense reconciliation and other administrative tasks.
  • Meet with CEO regularly to manage weekly priorities and tasks.
  • Attend member meetings with CEO to take notes and track necessary actions and activities. 
  • Represent the CEO’s views and goals in correspondence and conversations with members and partners.
  • Coordinate and manage special projects as assigned.

Board Liason 45%

  • Manage and coordinate all board meeting logistics, including quarterly board reports and materials, meeting dates and locations, day of logistics and meeting minutes.
  • Support the board nominations and governance committee and project manage the annual nominations and voting process.
  • Ongoing review and maintenance of governance documents including bylaws, board policies, annual evaluation, board donations and board member status. 

Administrative Coordination 20%

  • Support programmatic initiatives with administrative coordination.
  • Support other enterprise functions as needed with administrative coordination and management. 

Other 10%

  • Engage in enterprise-wide activities and team building, including staff meetings, peer coaching, learning and development, annual conference, staff committees and other enterprise events throughout the year.
Candidate Qualifications: 


  • Extremely organized and able to track and manage multiple priorities in a fast-paced environment with a keen eye for detail.
  • An excellent communicator and able to communicate diplomatically on behalf of the CEO and organization.
  • An excellent writer with proficient editing skills.
  • An active listener who proactively anticipates needs and activities.
  • A collaborative team player who sees themselves as a partner to the CEO and other staff.
  • A learner with a growth mindset who works with curiosity, optimism, joy, and is solutions oriented.
  • Resourceful and able to effectively and consistently problem solve and develop solutions.  
  • Savvy with technology and able to confidently troubleshoot multiple office machines and technology platforms.


  • A minimum of four to five years of administrative experience supporting senior leaders in nonprofits, philanthropic foundations or mission-based organizations; strong interest in social impact sector.   
  • Experience with event coordination and management, from concept to implementation.
  • Strong project management skills with proactive orientation.
  • Excellent writing skills and strong editing/proofing work.
  • Superior organization skills and able to track a large amount of information.
  • Demonstrated capacity for a heavy workload managing multiple priorities in a fast-paced environment.
  • Exceptional interpersonal skills and demonstrated ability to manage relationships with integrity and consistency, including a keen ability to work effectively and respectfully with politically, ideologically, culturally and geographically diverse people and communities.
  • Strong commitment and skills in advancing racial equity and social justice within a team, organization or community.

The annual compensation for this full-time (40 hours/week) position includes a package of benefits consisting of medical, dental, pre-tax savings accounts for medical/transportation/childcare, fixed retirement contribution by employer (6% of salary), professional development and flexible schedule. Salary range is $55,000 – $65,000 depending on experience.  

How to Apply

Application Contact: 
Application Deadline: 
Application Instructions: 
Please submit a resume and cover letter indicating: 1) why you would be a good fit; 2) your salary requirement; and 3) what value you would bring to Philanthropy Northwest, to HR@philanthropynw.org, including YOUR NAME + “Executive Assistant” in the subject line by February 5, 2019. This position will remain open until we find our ideal candidate. Philanthropy Northwest is an equal opportunity employer. We strive to create a culture of belonging in our workplace and strongly encourage people from underrepresented communities to apply. We value and celebrate our employees’ differences in age, ability, race, ethnicity, religion, sexual orientation, gender expression, language, national origin, political affiliation, socio-economic status and veteran status.