Executive Assistant and Board Secretary - Habitat for Humanity

Another Source's client, Habitat for Humanity Seattle-King & Kittitas Counties, is recruiting an Executive Assistant & Board Secretary to join their team in Renton, WA onsite four days per week.

Here's a little about Habitat for Humanity Seattle-King & Kittitas Counties:

Habitat for Humanity Seattle-King & Kittitas Counties is committed to its mission and to building a team that reflects the diversity of the communities it serves. The organization believes its mission is strengthened by a wide range of perspectives, backgrounds, and lived experiences and actively works to remove barriers to opportunity while creating a workplace where employees feel valued, respected, and empowered to contribute.

About this role:

The Executive Assistant & Board Secretary provides high-level executive, administrative, and governance support to the Chief Executive Officer and serves as a primary administrative liaison between the CEO, Board of Directors, Board committees, and organizational leadership. This position plays a critical role in helping the CEO operate effectively and ensuring that the Board and its committees have the information, coordination, and administrative support necessary to fulfill their governance responsibilities.

The successful candidate will be highly organized, proactive, discreet, and comfortable working with senior executives, Board members, community leaders, donors, and other external stakeholders. This individual must be able to anticipate needs, manage competing priorities, exercise sound judgment, and independently move work forward.

A significant component of the position is Board and committee support, including serving as recording secretary for committee meetings, coordinating Board and committee calendars and materials, maintaining governance records, supporting Board member engagement, and helping ensure consistent follow-through between meetings.

Your Contribution Will Likely Include

Executive Support

Provide comprehensive administrative support to the CEO, with a focus on maximizing the CEO's effectiveness and ability to focus on organizational leadership, external relationships, and strategic priorities.

• Manage a complex and dynamic CEO calendar, including scheduling and prioritizing internal and external meetings, Board engagements, community commitments, donor and partner meetings, and travel.

• Anticipate scheduling conflicts, preparation needs, deadlines, and follow-up requirements and proactively resolve issues.

• Coordinate meetings and events involving the CEO, including logistics, agendas, materials, technology, travel, and other preparation.

• Prepare, edit, and organize correspondence, presentations, reports, briefing materials, meeting notes, and other executive communications.

• Track commitments, decisions, and follow-up items arising from CEO meetings and help ensure timely completion.

• Support the CEO in managing relationships and communications with key internal and external stakeholders.

• Handle sensitive and confidential organizational, personnel, Board, financial, and strategic information with exceptional discretion.

Board of Directors & Governance Support

• Serve as the primary administrative liaison between the CEO and the Board of Directors.

• Coordinate the annual calendar of Board and committee meetings in partnership with the CEO, Board Chair, committee chairs, and executive leadership.

• Coordinate preparation and distribution of Board and committee agendas, meeting materials, presentations, reports, and Board packets.

• Ensure Board and committee materials are organized, accurate, timely, and accessible to Board members.

• Serve as recording secretary for Board committee meetings, documenting discussions, decisions, motions, and action items and preparing accurate and timely meeting minutes.

• Support preparation and maintenance of Board meeting minutes and official governance records.

• Maintain accurate records of Board and committee membership, officer roles, terms, attendance, committee assignments, contact information, and other governance information.

• Maintain organized and accessible archives of Board and committee materials, minutes, resolutions, policies, and other governance records.

• Track Board and committee decisions, commitments, action items, and follow-up responsibilities and help ensure appropriate follow-through between meetings.

• Coordinate Board resolutions, approvals, signatures, and other governance documentation as needed.

• Support Board member onboarding and orientation, including preparation of orientation materials, organizational information, governance documents, meeting schedules, and introductions.

• Support Board member transitions and maintain historical Board records.

Board Member Engagement

• Develop strong, professional working relationships with individual Board members and serve as a responsive point of contact for Board-related questions and needs.

• Support the CEO and Board Chair in maintaining meaningful engagement with Board members outside of formal meetings.

• Help coordinate individual CEO/Board member conversations, Board leadership meetings, committee participation, organizational events, site visits, and other engagement opportunities.

• Maintain awareness of Board member interests, expertise, committee involvement, and organizational engagement to help the CEO effectively leverage the experience and perspectives of the Board.

• Help ensure Board members receive timely information, follow-up, and support necessary to participate effectively in the organization's work.

• Coordinate Board recognition, appreciation, milestones, and other stewardship activities as appropriate.

Board & Committee Systems

• Help develop and continuously improve the administrative systems supporting the Board and its committees as the organization grows in scale and complexity.

• Maintain the organization's Board portal or other systems used to distribute and archive governance materials.

• Develop and maintain Board and committee calendars, templates, meeting schedules, governance records, and standardized processes.

• Maintain a forward-looking governance calendar identifying recurring Board actions, committee responsibilities, reporting requirements, annual approvals, and other key governance milestones.

• Partner with executive leadership and staff to ensure materials required for Board and committee meetings are submitted on schedule and meet established expectations.

• Identify opportunities to improve the efficiency, consistency, and quality of Board and committee administration.

Executive Leadership & Organizational Coordination

• Coordinate meetings of the executive leadership team and other leadership groups as assigned.

• Prepare agendas, materials, notes, and follow-up items for executive meetings when appropriate.

• Facilitate communication and coordination between the CEO, executive leadership, and other departments on matters requiring CEO attention or action.

• Help maintain visibility into key organizational deadlines, commitments, and priorities requiring CEO involvement.

• Support special projects and organizational initiatives led by the CEO.

External Relations & Special Events

• Provide administrative coordination for selected CEO relationships with donors, community partners, elected and public officials, Habitat for Humanity International, peer affiliates, and other external stakeholders.

• Support CEO participation in external meetings, conferences, speaking engagements, and community events.

• Coordinate selected Board, donor, partner, and organizational events involving the CEO.

• Represent the CEO's office with professionalism, responsiveness, sound judgment, and a strong commitment to Habitat's mission.

Experience You Will Bring

• Minimum 5 years of progressively responsible executive administrative, executive assistant, governance, or comparable professional experience.

• Demonstrated experience supporting senior executives and managing complex calendars and priorities.

• Exceptional organizational and project-management skills with demonstrated ability to manage multiple priorities and deadlines.

• Excellent written an