Hybrid Executive and Operations Assistant na IslandWood

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IslandWood Overview:

IslandWood’s mission is to provide exceptional learning experiences and inspire lifelong environmental and community stewardship. Our innovative outdoor learning experiences foster three main goals:

• Provide a foundation of stewardship for our students through their experience on campus
• Create equitable access to and culturally responsive instruction for all students in science education
• Develop meaningful and sustainable relationships with the community

Position Overview:

The Executive and Operations Assistant develops and implements policies and procedures, coordinates team activities, manages shared use of the 255-acre site by various programs, and oversees day-to-day general administration for the organization across departments and functions.   The Executive and Operations Assistant serves as the Executive Assistant and provides administrative support to the IslandWood team.   The Executive and Operations Assistant utilizes a broad variety of skills and must be highly proficient in collaboration, organization, time management, problem resolution, multi-tasking and be experienced in the more advanced features of the Microsoft Office Suite of products. 

Job Title:                   Executive and Operations Assistant 

Job Type:                Full-time, Hourly/Non-exempt

Department:           Operation 

Reports To:                  Operations Lead

Work Schedule:       Monday to Friday - 8:30am to 5:00pm 

Job Location:               Bainbridge Island Campus 

Pay Range:                   $26.50 to 31.25 per hour 

Benefit Package:

Full-time Employee benefit package includes:

• 100% IslandWood paid Medical, or a low employee contribution option offered
• 100% IslandWood paid Dental and Vision option
• HSA with IslandWood contribution (based on qualifying medical plan)
• Life/AD&D, Short and Long-term Disability Insurance paid by IslandWood
• Voluntary Employee Benefits: Life/Hospital/Critical Care Insurance, and Pet Insurance.
• Employee Assistance program, Flexible spending accounts and 401k with employer match (after 6 months of employment)
• Variety of Employee Discounts
• Employee Discount for IW Summer Camps

Paid Time off annual benefit:  

IslandWood offers 3 weeks paid vacation, floating holidays, 10 annual paid holidays (paid if applicable during contract period) and 80 hours of paid annual sick leave. Prorated based on date of hire and length of service.

Executive Administrative Support Responsibilities: 

• Meets regularly with CEO and COO to track and coordinate projects and work activities 
  
• Manages calendars
  
• Coordinates board meetings, prepares board meeting materials including annual board retreat packet, attends bi-monthly board meetings (Seattle/virtual), and compiles board meeting minutes.
  
• Provides Board Committee Chair and Liaison support 
  
• Manages board and board committee calendars and documents.
  
• Communicate regularly with board and board committee members.
  
• Handles sensitive information that requires a high level of discretion and confidentiality.
  
• Performs other administrative duties as assigned by CEO/ COO
  

Administrative Operations Responsibilities:  

• Cross-departmental Team Coordination:
  
• Oversees safety programs. Prepares for and conducts monthly safety committee meetings and ensures delivery is accomplished 
  
• Prepares for and conducts weekly Operations meetings during which delivery of all events and programs are
  
• Provides other cross departmental coordination 
  
• General Administration: Responsible for internal administrative services that promote the smooth operation of the office including:
  
• Supervises the day-to-day administrative operations of the organization  
  
• With Operations leader, co-manages the organization’s shared information posted on the intranet.
  
• Takes initiative to identify and implement process improvements
  
• Receives visitors to Welcome Center. Train and manage front desk volunteers. Works with Volunteer Manager to schedule front desk volunteers.
  
• Books internal programs, events, and meetings in event management software. Works with staff to coordinate pre-event processes including function sheets, catering, room setups, audio-visual, etc
  
• Manages short/long-term file storage and IslandWood property checkout.
  
• Compiles monthly staff meeting agenda.
  
• Oversees vehicle policies and checkout procedures.
  
• Other duties and special projects as assigned by Operations leader
  

Qualifications 

• Ability to be onsite at Bainbridge Island campus
  
• Bachelor’s degree in business administration, communications, or related field or equivalent experience. 
  
• Minimum 3–5 years of experience supporting senior executives, preferably at the C-suite level.
  
• Exceptional organizational skills with the ability to manage multiple priorities and perspectives and meet tight deadlines. 
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams/ Sharepoint); comfortable with virtual meeting platforms such as Zoom and Teams.
  
• Strong written and verbal communication skills, with the ability to produce clear, concise, and professional correspondence.
  
• Proven discretion in handling sensitive and confidential information.
  
• Adept at anticipating needs, proactively solving problems, collaborating, improving processes and taking initiative with minimal direction.
  
• Professional presence with the ability to interact confidently with executives, clients, and stakeholders. 
• Flexible and adaptable in a fast-paced, evolving environment while being a steady, level-headed presence, able to diffuse tension and maintain a calm, solutions-focused environment
  
• Model IslandWood’s core values while actively advancing our strategic plan, broadening our mission’s reach and impact, and fostering equity, diversity, and inclusion in the workplace.
  
• Must be able to comply with and maintain a drug-free work environment.
  
• Must pass child safety screening procedure, post-offer.
  

IslandWood is an Equal Opportunity Employer and welcomes applications from qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, pregnancy, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws.  We encourage diverse applicants because we believe having a staff that authentically reflects the community we serve is critical to our ability to be culturally responsive.