JOB TITLE: Administrative Assistant
REPORTS TO: Executive Director
JOB STATUS: 1.0 FTE (full-time exempt)
LOCATION: King County
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 both the Executive Director and Operations Manager to carry 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.
- Assists with the ED’s administrative functions.
- Prepares routine and advanced correspondence including letters, memoranda, and reports.
- Manage ED’s calendar and all changes.
- Prepares for and attends meetings and events, takes notes and transcribes minutes to ensure consistent communication.
- Coordinates events and visits with government, community partners.
- Assists in preparation for all agency accreditation and licensing.
- Works with Operations Manager to maintain agency licenses and track renewal dates for appropriate departments. Coordinates and schedules travel and reimbursements for ED.
- 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 email@example.com by either responding to inquiries or redirecting to the appropriate party/department.
- Serves as the coordinator for Leadership Support Team.
- Provides oversight of ED’s email.
- Other duties as assigned by Operations Manager and ED.
Common duties may include
- Grant and donation tracking and thanking
- Ordering staff lunches
- Running errands as needed
- Checking PO Box
- Answer questions from Social Media
- Help track gift cards
- Schedule Clan Mother 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 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 contact / coordination with the Executive Director and Operations Manager.
- 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, 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.
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.
Full-time salary exempt is $60,000 plus 1.0 FTE of a Monthly Health and Tech Stipend.
We are currently working remotely, with some in-person meetings in South Seattle and North Seattle. This position will specifically spend several days a week in person with the Operations Manager and/or ED. Position requires working at community events throughout King, Pierce, and South Snohomish Counties.
HOW TO APPLY:
Submit a cover letter, and resume to Chrissy Harris at firstname.lastname@example.org by 11/17/23. Any questions can be directed to Chrissy @ email above. Please write “Job Application:Admin Assistant” in the subject line of the email.