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Office Manager/Administrative Support/Executive Assistant

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Cascadia Region Green Building Council Seattle, WA
United States

BACKGROUND & SCOPE OF RESPONSIBILITY
The Cascadia Region Green Building Council (Cascadia) seeks an exceptional Executive Assistant and Office Manager for a dynamic, fast-growing non-profit to support the CEO and the Seattle, Washington office. Cascadia's mission is to promote the design, construction and operation of buildings in Alaska, British Columbia, Washington and Oregon that are environmentally responsible, profitable and healthy places to live, work and learn. The successful candidate must have a strong passion for the environment, great judgment, strong interpersonal and organizational skills, and must understand the needs of busy executives. The ability to work independently without much supervision and be a self starter is critical.

The Office Manager/Executive Assistant’s role is to provide a wide range of support and information to the organization. Job tasks include personal administrative support to the CEO, and Pacific Northwest Director, managing the administrative needs of the Washington office, conducting research on special projects, and providing general organization-wide support as needed. Duties include general clerical, receptionist and project-based work as well as research and public outreach. Cascadia is a dynamic and fast-growing non-profit with a critical environmental mission. The successful candidate must project a professional organization image through in-person and phone interaction. This position requires someone who can effectively manage multiple schedules, deadlines and demands. The position is full-time and non-exempt.

DESCRIPTION OF DUTIES

Administrative (Approximately 60%)
• Meet and greet clients and visitors
• Answer phones and serve as the ‘voice’ of the Washington office
• Take detailed notes at meetings and prepare meeting minutes
• Update and maintain contact database
• General Sales Force database support
• Perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing
• Work with Oregon office administrative staff to support accounts receivable maintenance
• Maintain staff coordination and vacation calendar
• Maintain hardcopy and electronic filing system
• Research, price, and purchase office furniture and supplies for Washington Office
• Assist office IT needs (coordination with IT Director)
• Book travel, appointments and meetings and maintain CEO and PNW director schedules
• Set-up accommodation and business arrangements for visitors
• Prepare and maintain CEO Expense reports
• Sign for UPS/Fed Ex/Airborne packages
• Serve as staff point of contact for Board of Directors and manage communication to Board of Directors on behalf of CEO
• Serve as point of contact for landlord’s property manager and the security system provider
• Provide general staff support for the organization
• Coordinate administrative volunteers
• Seattle office tenant coordination
• Other duties as assigned

Programmatic (Approximately 40%)
• Manage Washington office resource library and bookstore (may include coordinating lunch-in-learns, product displays, etc)
• Help organize and plan special projects including competitions and events in conjunction with other staff
• Coordinate program logistics including venues, catering and lodging for events, meetings and conferences
• Find creative solutions to day-to-day problems that arise
• Take dictation and compose quality letters, invitations and communications
• Perform basic research related to the topic of green building to support Washington office
• Support preparation of reports and materials for presentations
• Field membership inquires and provide general membership customer support
• Coordinate and execute membership and sponsorship mailings
• Administer annual election process for the Board of Directors
• Update membership list and Cascadia job board on the website
• Update website, including membership list and Cascadia job board
• Provide support for calendar of events page on website
• Manage database import and exports for membership and event registrations
• Coordinate membership passport mailings
• Staff booths at tabling events

Required:
• A commitment to sustainability and an appetite to learn more about the rapidly growing and evolving field.
• Demonstrated ability to work with a diverse group of people representing different organizations, backgrounds and experiences is required.
• Friendly, outgoing nature and an eagerness to serve the public interest. A good sense of humor is greatly desired. An ability to go with the flow in a fast pace, high-energy organization is a key to success in this job.
• Strong ability and affinity for office computer programs with the ability to learn new software applications. This position will require significant interaction with multiple computer programs.
• Ability to type 55 words per minute
• Polished oral and written communications skills
• Proven organizational skills and project management experience
• Knowledge of proper telephone protocol
• Ability to interact effectively with different groups
• Visibility of work requires attention to detail, excellent organizational skills, and discretion with confidential information.
• Must be a self starter

Desirable:
• Knowledge of green building design, construction strategies, technologies and materials and the ability to articulate the environmental, health, and economic benefits of green building a plus.
• LEED Accredited Professional
• Strong graphic communication skills and knowledge of Photoshop, Adobe Illustrator and In- Design.
• Mac-based computer knowledge.

Compensation

Cascadia offers a highly competitive salary package commensurate to the candidate’s experience, including an excellent benefits package (vacation, 403(b) match, medical and dental plan.

CASCADIA IS AN AFFIRMATIVE ACTION / EQUAL OPPORTUNITY EMPLOYER:

To Apply…………

Send (in one file) cover letter, resume and list of references with “Seattle Office Manager” in the subject line to: [email protected]

Job applications must be received by March 12, 2010 to be considered for this position

Status: Regular, non-exempt position
Reports to: Chief Executive Officer (CEO) and Chief Operating Officer (COO)
Hours: Full-time

Location

Cascadia Region Green Building Council Seattle, WA
United States