JOB TITLE:  Administrative Assistant

REPORTS TO:  Administrative Operations Manager

JOB STATUS: 1.0 FTE (full-time exempt)

‍LOCATION: King County

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HUMMINGBIRD INDIGENOUS FAMILY SERVICES MISSION AND VISION

Healthy Indigenous babies being born into healthy Indigenous families, being supported by healthy Indigenous communities. At Hummingbird Indigenous Family Services, we believe that attachment and culture are the foundations of healthy communities and that through rematriation (Returning the Sacred to the Mother), we can heal historical trauma. 

Through culturally relevant support during the perinatal period, we reduce the personal, cultural, and systemic barriers that disproportionately affect Indigenous parents while strengthening the bond between parents and connections to the community.

SUMMARY OF POSITION

The Administrative Assistant will support the Administrative Team, comprising the Executive Director, Operations Director, and Administrative Operations Manager, in carrying out administrative duties. The Administrative Assistant plays a vital role in supporting the efficient functioning of the Hummingbird Indigenous Family Services Organization. This position is responsible for various clerical and administrative tasks, including managing correspondence, scheduling appointments, organizing meetings, maintaining files, and providing excellent communication and customer service. This position is essential in helping our organization run smoothly by ensuring that administrative operations are well-coordinated and deadlines are met.

ESSENTIAL FUNCTIONS:

• Assists with the Admin Team's administrative functions.
• Prepares routine and advanced correspondence, including letters, memoranda, and reports.
• Support managing Admin calendars and all changes.
• Prepares for and attends meetings and events, takes notes, and transcribes minutes to ensure consistent communication.
• Assists the Admin Operations Manager with coordinating events and visits with government and community partners.
• Work with Operations Director to maintain agency licenses and track renewal dates for appropriate departments. 
• Coordinates and schedules travel and reimbursements for the Admin team.
• Answers telephone; answering or directing inquiries, listens to voice mails, returns calls. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with competing deadline pressures.
• Responsible for all incoming emails addressed to the agency email info@hummingbird-ifs.org by either responding to inquiries or redirecting to the appropriate party/department. 
• Check and open mail daily
• Must be able to pick up items off sight, such as meals for events, and get items out of storage.
• File paperwork as needed
• Other duties as assigned.

Common duties may include

• Grant and donation thanking
• Ordering staff lunches
• Running errands as needed
• Ordering office supplies
• Help track gift cards
• Schedule meetings
• Additional Roles & Responsibilities as assigned

REQUIRED SKILLS AND/OR EXPERIENCE

• Education Requirement: Must meet at least ONE of the following requirements:
  
  • 10+ years of work experience in an administrative role
• 15-20 years of personal and/or professional experience working closely with American Indian, Alaska Native, Kānaka Maoli/Native Hawaiian, and/or Pasifika communities.
• Experienced in using Google Workplace, Microsoft Office, Canva, Social media (FB, Instagram, Twitter), 
• Skilled at building rapport with individuals and families while respecting family choice and maintaining appropriate boundaries and cultural competency.
• Sensitive awareness of diverse cultural, socio-economic, and lifestyle backgrounds.
• Strong verbal and written communication and skills.
• Work independently with regular conta/ct / coordination with the Admin Team
• Ability to understand and resolve complex problems.
• Ability to work with conflicting deadlines.
• Other Logistical Requirements
  
  • Operates a personal vehicle to drive between various work sites. 
  • Must have access to a car, a valid driver's license, and insurance (mileage will be reimbursed).
  • Must have a flexible schedule and supportive lifestyle to meet the needs of the program. Occasional weekend and evening work. 
  • Pediatric CPR/First Aid and Blood-borne certificate. Must maintain it as a condition of continued employment.
  • HIPAA certification upon hire.
  • Must pass a background investigation, including relevant criminal history.

CANDIDATE RECRUITMENT:

Indigenous community members and those with lived experience navigating perinatal health and social welfare systems are highly encouraged to apply. We also encourage people of color, women, queer and trans/gender-nonconforming people to apply. We welcome people from all educational backgrounds to apply.

COMPENSATION:

Full-time salary exempt is $25 per hour plus 1.0 FTE of a Monthly Health and Tech Stipend. We also provide 100 % coverage for Health, Dental, and Vision Benefits to Full-time employees.

LOCATION: 

Our office is located in Columbia City in Seattle, WA. This can be a hybrid position, working from home some days. This position will specifically spend several days a week in person with the Admin Operations Manager, Operations Director, and/or ED. Position requires working at community events throughout King, Pierce, and South Snohomish Counties.

WORK SCHEDULE: 

Variable

HOW TO APPLY: 

Submit a cover letter, and  resume to Chrissy Harris at chrissy@hummingbird-ifs.org by 1/22/2026. Any questions can be directed to Chrissy @ email above.  Please write “Job Application:Admin Assistant” in the subject line of the email.

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