Executive Administrative Assistant

Position:                                Executive Administrative Assistant

Status:                                  Part-Time (average 24 hours per week)

Pay Range:                            $30 - $36, Hourly

Reports to:                            Executive Director

Location:                               Seattle, WA, with additional travel

Schedule:                               In-Office Tuesday, Wednesday, and Thursday

Target Hire Date:                  April 27, 2026

POSITION FOCUS

The Executive Administrative Assistant (EAA) is a trusted thought-partner and operational anchor to the Executive Director (ED). This role ensures the ED can lead strategically by managing administrative systems, communications, scheduling, and follow-through with care, discretion, cultural grounding, respect, relational accountability, and Indigenous values.

The EAA supports the rhythm of an Indigenous-led intermediary organization working across philanthropy, advocacy, and community-centered initiatives. This position requires strong judgment, emotional intelligence, and the ability to anticipate needs in a fast-moving, relational environment.

KEY OBJECTIVES OF THIS ROLE

• Protect and optimize the Executive Director’s time, energy, and focus through proactive calendar management, scheduling, and prioritization across multiple time zones
• Prepare and manage executive and board communications, including agendas, briefing materials, correspondence, notes, and follow-up to ensure accountability and continuity
• Support board operations and governance by coordinating meetings, preparing board packets, and maintaining accurate records
• Coordinate travel, logistics, reimbursements, and logistical support for meetings, events, trainings, and community gatherings
• Maintain organized digital filing systems and administrative records to ensure accessibility, compliance, and smooth operations
• Serve as a steward of the organization’s general inbox (info@) and the Executive Director’s email, ensuring timely, respectful responses, thoughtful triage, and appropriate follow-through.
• Support internal coordination across staff, partners, and leadership by tracking priorities, timelines, and project workflows
• Uphold confidentiality, cultural respect, and organizational integrity while contributing to a healthy, values-aligned workplace culture

DAILY RHYTHM AND MONTHLY RESPONSIBILITIES

Executive & Board Support

• Manage the Executive Director’s calendar, scheduling, travel logistics, and meeting preparation across multiple time zones
• Prepare agendas, briefing materials, notes, and follow-up for executive and board meetings; track action items and deadlines
• Support board operations, including meeting coordination, board packets, records management, and follow-through

Communications & Relationship Management

• Serve as a warm, professional point of contact for partners, funders, board members, and community members
• Draft, proofread, and format correspondence, presentations, and internal communications on behalf of the ED
• Support donor stewardship activities, including preparing thank-you letters, coordinating communications, and updating CRM records
• Uphold Na’ah Illahee Fund’s values in all interactions through culturally respectful, relational communication

Administrative & Operational Coordination

• Maintain organized digital filing systems and administrative records to ensure accessibility, continuity, and compliance
• Coordinate internal workflows, reminders, and timelines across leadership, programs, and operations
• Assist with vendor coordination, contracts, reimbursements, and administrative compliance tasks
• Provide logistical support for meetings, events, trainings, and community gatherings

Special Projects & Organizational Support

• Assist with grant-related administrative tasks, including gathering documentation and tracking reporting deadlines
• Support programmatic and fundraising teams with administrative needs as assigned
• Conduct research, compile reports, and prepare summaries to support leadership decision-making
• Identify opportunities to improve systems and processes that strengthen executive and organizational effectiveness

SKILLS AND QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty. The required knowledge, skills, and/or abilities are below.

• Strong organizational and time-management skills, with the ability to manage multiple priorities and deadlines
• Excellent written and verbal communication skills, with exceptional attention to detail
• High emotional intelligence and sound judgment when navigating complex interpersonal dynamics
• Ability to work independently, take initiative, anticipate needs, and problem-solve proactively
• Proficiency with common office and collaboration tools (Google Workspace, calendars, Zoom, Microsoft Office, project management platforms)
• Experience supporting senior leadership or executive-level roles
• Commitment to confidentiality, professionalism, and alignment with Na’ah Illahee Fund’s mission, Indigenous values, and relationship-based work

PREFERRED QUALIFICATIONS

• Experience working with Indigenous communities, Native-led organizations, or in community-centered, values-driven environments
• Experience supporting boards, committees, or governance processes
• Familiarity with donor databases or CRM systems (e.g., Bloomerang, Little Green Light) and donor stewardship workflows
• Comfort working in a remote or hybrid environment, with strong self-direction and communication
• Three or more years of administrative or executive support experience, preferably in a nonprofit, philanthropic, or mission-driven organization
• Education is flexible: a high school diploma is required; an undergraduate degree is welcome but not required—relevant lived, professional, or community-based experience is highly valued

We strongly encourage Indigenous applicants and individuals with lived experience in the communities we serve to apply. Na’ah Illahee Fund values relationship-based knowledge, cultural grounding, and community accountability alongside professional experience.

BENEFITS

• Commuter benefit (ORCA card)
• PTO, including holidays, sick leave, cultural leave, and vacation

Na’ah Illahee Fund is a Native-led organization committed to fostering a diverse, inclusive, and equitable workplace. We believe our team should reflect the communities we serve, and we integrate equity into all our employment practices. We encourage applicants from underrepresented communities to apply. Ideal candidates will demonstrate an understanding of our mission to advance environmental justice, food sovereignty, and economic self-determination.