Administrative Assistant

Location: Seattle, WA
Date Posted: 02-28-2018
Compensation:                 Up to $21 per hour DOE
Since 1976, Capitol Hill Housing has worked alongside the community to build and preserve housing affordable to working families and promote the qualities that make Seattle a vibrant and engaged city. Today, we provide secure, affordable homes to over 2,200 of our neighbors across the city while working to make our neighborhoods safer, healthier and more equitable through the Capitol Hill EcoDistrict. Learn more at
Capitol Hill Housing is seeking a dynamic, efficient and motivated administrative assistant to provide Executive Team support, primarily to the Deputy Director, as well as across the organization, under the direction of the Office Manager.  This person will also serve as backup to the Executive Assistant in providing administrative support to the CEO.  This position will have an opportunity to work with many different departments and learn a variety of skills within Capitol Hill Housing.  Some evening hours may be required.
The person filling this position must demonstrate excellent attention to detail, strong organization skills and possess the people skills necessary to coordinate the flow of information to and from staff and management, who possess varying degrees program experience.  This person will be able to handle sensitive and confidential information with poise and diplomacy and perform their duties efficiently and in a timely manner.  Characteristics this person will need to demonstrate are: integrity, initiative, self-direction, flexibility, a sense of humor, grace under pressure, ingenuity, and mutual respect for co-workers.

Duties and Responsibilities:
Executive Team Administrative Support:
  • Schedule in-person and phone meetings on behalf of Deputy Director.
  • Provide word processing and presentation formatting/design support, particularly PowerPoint.
  • Meet weekly with Deputy Director to coordinate activities, review meetings and assist with ongoing tasks.
  • Organize and compile bid books for Real Estate Development.
  • Provide assistance to other Executive Team members as needed.
  • Other duties as assigned.
CEO Backup Administrative Support: When the Executive Assistant (EA) is unavailable or in need of assistance, cover the following duties:
  • Schedule internal and external meetings on behalf of CEO.
  • Prepare materials and ensure proper noticing for Board meetings.
  • For Board meetings, coordinate logistics including catering, set up for meeting, and take minutes.
  • Sort CEO mail, prepare documents for CEO signature, scan and email documents on behalf of CEO, and provide any other administrative support to the CEO as needed.
  • Other duties as assigned.
General Administrative Support: Routine/daily administrative tasks, including but not limited to:
  • Mail: sorting and distributing, transporting time-sensitive mail, and coordinating courier services on extremely time-sensitive mail.
  • General Finance Department support, including but not limited to: managing the check log database and making check deposits.
  • Collecting signatures from Leadership Team staff and Board members on legal and financial documents.
  • Other duties as assigned.
Meeting and Event Support: Provide meeting and event support to all departments, including setup, logistics and coordination. This may include but is not limited to:
  • Small and large meetings and events with external parties (including CHH Annual Meeting & Stakeholder Briefing, Community Forum, and building grand openings and celebrations).
  • Large internal meetings and events (such as weekly Leadership Team meetings and Portfolio Meetings).
  • Staff events led by the Administration and HR departments (such as bi-annual All Staff Meetings, Staff Picnic, and Staff Appreciation events).
Minimum Qualifications: 
  • Experience providing direct support to Senior Leadership
  • One to three years of general administrative experience or general office support
  • Ability to interact with staff at all levels in a fast-paced environment
  • Proficiency with Microsoft Word, Excel, Outlook, PowerPoint and database programs
  • Detail-oriented and proven ability to balance competing priorities
  • Strong interpersonal, oral and written communication skills
  • Ability to identify and solve problems; to formulate ideas that increase efficiency of operations
  • Ability to work well with diverse populations
  • Commitment to ensuring financial integrity, and ability to handle highly confidential information with discretion
  • Demonstrated ability to work independently and manage deadlines; manage competing priorities; and maintain high standards for accuracy and productivity
  • Ability to lift up to 15 lbs
  • Passion to support the mission of Capitol Hill Housing
Preferred Qualifications:
  • Strong interpersonal and communication skills, writing and editing experience, and a desire to work in an environment requiring teamwork, conflict resolution, and respect for others; ability to work well with diverse populations
  • Experience with Abila (formerly MIP/Sage) Accounting Software
  • Knowledge of low-income housing development and operations
  • Some college education
All employees at CHH are employees at will.  The job description outlined above is not intended to represent an absolute or final list of all elements, activities or duties of the job.  The statements above are intended to describe the general nature and level of work performed by the person assigned to this position.
Candidates selected for this position must pass a criminal history background check prior to employment with Capitol Hill Housing.  Capitol Hill Housing is an Equal Opportunity Employer; all qualified candidates will receive consideration for employment without regard to race, color, religion, sex or national origin.
To learn more about our rich benefits package, please visit our website
this job portal is powered by CATS