Executive Assistant
Youth Eastside Services, Bellevue, WA, United States
Reports to:
CEO with dotted line to Chief of Staff/Director of Human Resources
Status:
Full-Time, Non-Exempt
About Us
Join
Youth Eastside Services (YES) . In this unique executive assistant role supporting several functions, you will help to make our non‑profit mission of providing life‑saving mental health counseling and substance use treatment to all youth in our region, from birth to age 22, regardless of their ability to pay possible. For more information about our organization, please visit our website at YouthEastsideServices.org.
Position Summary
The Executive Assistant provides high‑quality administrative, logistical, and operational support to the Executive Leadership Team (50%) (primarily CEO, COO, and Chief of Staff) and Board of Trustees (25%), as well as some Human Resources, Facilities and some special project support. This role ensures smooth daily operations and helps maintain an organized, responsive, and confidential administrative environment. The ideal candidate is detail oriented, service focused, highly organized, an effective project manager, and able to communicate well orally and in writing with internal staff, board members, and external vendors, as well as identify areas of need and propose solutions.
About You
As an experienced and enthusiastic executive assistant, you:
Enjoy
project planning and tools that support busy executives
Thrive
on anticipating and delivering administrative supports and solutions in different program areas
Embrace
the bigger picture in the work that you do, understanding and supporting strategic initiatives and deployment of new systems, operating procedures and approaches
Love
getting to know diverse people in the organization and among our Board of Trustees
Get excited
about making buildings and facilities user‑friendly and warm spaces for employees and stewarding our capital assets
Like providing meticulous administrative care
for several areas of CEO finances stewardship
Key Responsibilities
Executive Support for Executive Leadership Team
Provide scheduling, calendar coordination, and meeting logistics for the CEO and COO
Draft, proofread, and format other communications including email, reports, presentations, and other documents as needed for the CEO and COO
Coordinate internal schedules, meetings and meeting agendas and notes for the executive leadership team and other organization wide meetings
Provide administrative support for HR processes including personnel file maintenance and/or HRIS data entry, recruitment logistics and communication, onboarding coordination, and updates to Employee Policies & Procedures
In consultation with the Chief of Staff, plan and execute events for staff gatherings, trainings, and culture building activities
Maintain organized digital and physical filing systems and databases, ensuring easy access to key documents and records
Administrative Support for Facilities
Maintain up-to-date vendor contracts and contacts; research new vendors and pricing
Coordinate ongoing facility maintenance at Bellevue facility
Lead supply room organization and maintenance
Coordinate supply ordering with other administrative staff
Serve on Safety Team on behalf of Executive Leadership Team
Coordinate with other YES facilities’ management/managers
Serve as go‑to point of contact for staff facilities needs in Bellevue facility
Administrative Support for Board of Trustees
Provide scheduling, calendar coordination, meeting logistics, and meeting minutes for the 30‑person Board of Trustees. Maintain online portal for key documents. Support occasional needs of Board members in conjunction with their volunteer roles.
Preparation of Board and Committee meeting packets.
Provide logistical support during Board meetings, retreats, or special events (e.g., room setup, food ordering, vendor selection, technology, minutes).
Special Event and Project Support
Develop agendas and plans for special events and projects with occasional support to other teams
Competencies & Qualifications
Minimum of 10 years of executive administrative experience, preferably with a nonprofit organization at least $5M in size
Experience supporting a nonprofit Board of Directors, CEO and executive level management
Strong verbal/interpersonal skills, and confidence to deal with staff, board members, and vendors of all levels
Experience with nonprofit administration compliance requirements
Demonstrated commitment to diversity, equity, and inclusion
Excellent written communication abilities with and without use of AI
Adaptability in a fast paced, mission driven environment with frequent interruptions
Proficiency with Microsoft Office, especially Outlook mail and calendars, Word, Excel, PowerPoint, Teams, SharePoint, and OneDrive, and comfort learning HRIS and other systems. Expertise in newer Teams tools such as Copilot, Bookings, Planner, Approvals, productivity applications. Canva or other design tool experience a bonus.
Benefits
At YES, we value our employees and offer a comprehensive benefits package to support health, financial well‑being, and work‑life balance. YES provides:
Generous Paid Time Off
including separate pools of vacation, personal days, sick time, and paid holidays
Dental and Vision Coverage
Tax-Deferred Annuity (TDA)
401(k) Retirement Plan
Free parking
Life + Accidental Death and Dismemberment Insurance
Short and Long-Term disability coverage.
Employee Assistance Plan
YES is an equal opportunity employer.
#J-18808-Ljbffr
CEO with dotted line to Chief of Staff/Director of Human Resources
Status:
Full-Time, Non-Exempt
About Us
Join
Youth Eastside Services (YES) . In this unique executive assistant role supporting several functions, you will help to make our non‑profit mission of providing life‑saving mental health counseling and substance use treatment to all youth in our region, from birth to age 22, regardless of their ability to pay possible. For more information about our organization, please visit our website at YouthEastsideServices.org.
Position Summary
The Executive Assistant provides high‑quality administrative, logistical, and operational support to the Executive Leadership Team (50%) (primarily CEO, COO, and Chief of Staff) and Board of Trustees (25%), as well as some Human Resources, Facilities and some special project support. This role ensures smooth daily operations and helps maintain an organized, responsive, and confidential administrative environment. The ideal candidate is detail oriented, service focused, highly organized, an effective project manager, and able to communicate well orally and in writing with internal staff, board members, and external vendors, as well as identify areas of need and propose solutions.
About You
As an experienced and enthusiastic executive assistant, you:
Enjoy
project planning and tools that support busy executives
Thrive
on anticipating and delivering administrative supports and solutions in different program areas
Embrace
the bigger picture in the work that you do, understanding and supporting strategic initiatives and deployment of new systems, operating procedures and approaches
Love
getting to know diverse people in the organization and among our Board of Trustees
Get excited
about making buildings and facilities user‑friendly and warm spaces for employees and stewarding our capital assets
Like providing meticulous administrative care
for several areas of CEO finances stewardship
Key Responsibilities
Executive Support for Executive Leadership Team
Provide scheduling, calendar coordination, and meeting logistics for the CEO and COO
Draft, proofread, and format other communications including email, reports, presentations, and other documents as needed for the CEO and COO
Coordinate internal schedules, meetings and meeting agendas and notes for the executive leadership team and other organization wide meetings
Provide administrative support for HR processes including personnel file maintenance and/or HRIS data entry, recruitment logistics and communication, onboarding coordination, and updates to Employee Policies & Procedures
In consultation with the Chief of Staff, plan and execute events for staff gatherings, trainings, and culture building activities
Maintain organized digital and physical filing systems and databases, ensuring easy access to key documents and records
Administrative Support for Facilities
Maintain up-to-date vendor contracts and contacts; research new vendors and pricing
Coordinate ongoing facility maintenance at Bellevue facility
Lead supply room organization and maintenance
Coordinate supply ordering with other administrative staff
Serve on Safety Team on behalf of Executive Leadership Team
Coordinate with other YES facilities’ management/managers
Serve as go‑to point of contact for staff facilities needs in Bellevue facility
Administrative Support for Board of Trustees
Provide scheduling, calendar coordination, meeting logistics, and meeting minutes for the 30‑person Board of Trustees. Maintain online portal for key documents. Support occasional needs of Board members in conjunction with their volunteer roles.
Preparation of Board and Committee meeting packets.
Provide logistical support during Board meetings, retreats, or special events (e.g., room setup, food ordering, vendor selection, technology, minutes).
Special Event and Project Support
Develop agendas and plans for special events and projects with occasional support to other teams
Competencies & Qualifications
Minimum of 10 years of executive administrative experience, preferably with a nonprofit organization at least $5M in size
Experience supporting a nonprofit Board of Directors, CEO and executive level management
Strong verbal/interpersonal skills, and confidence to deal with staff, board members, and vendors of all levels
Experience with nonprofit administration compliance requirements
Demonstrated commitment to diversity, equity, and inclusion
Excellent written communication abilities with and without use of AI
Adaptability in a fast paced, mission driven environment with frequent interruptions
Proficiency with Microsoft Office, especially Outlook mail and calendars, Word, Excel, PowerPoint, Teams, SharePoint, and OneDrive, and comfort learning HRIS and other systems. Expertise in newer Teams tools such as Copilot, Bookings, Planner, Approvals, productivity applications. Canva or other design tool experience a bonus.
Benefits
At YES, we value our employees and offer a comprehensive benefits package to support health, financial well‑being, and work‑life balance. YES provides:
Generous Paid Time Off
including separate pools of vacation, personal days, sick time, and paid holidays
Dental and Vision Coverage
Tax-Deferred Annuity (TDA)
401(k) Retirement Plan
Free parking
Life + Accidental Death and Dismemberment Insurance
Short and Long-Term disability coverage.
Employee Assistance Plan
YES is an equal opportunity employer.
#J-18808-Ljbffr