Executive Assistant; Allen Family Philanthropies

Position: Executive Assistant (Allen Family Philanthropies)
About Allen Family Philanthropies

In 1988, the Paul G. Allen Family Foundation was founded by philanthropists Jody Allen and the late Paul G. Allen, co-founder of Microsoft. Known today as Allen Family Philanthropies, the foundation invests in communities across the Pacific Northwest and beyond to strengthen arts and culture, empower the next generation of changemakers, and support a global network of partners working to advance biodiversity and human well-being.

In addition to our core program areas of arts & culture, youth, and environment, the foundation funds bioscience via the Paul G. Allen Frontiers Group and contributes to a wide range of sponsor ships and community grants across Washington.

Position Summary

The Foundation seeks a dedicated Executive Assistant to serve as a critical administrative partner to the AFP's Executive Director. The Executive Assistant will be responsible for scheduling appointments and calls, arranging meetings and travel, providing event support, creating presentation packages and materials, managing departmental budget administration, reconciling expense reports, and completing administrative projects as assigned. The Executive Assistant will also oversee the AFP SharePoint site and provide support for the Fluxx grants management database

This position has access to and regularly works with sensitive, highly confidential, and strategic information that requires considerable discretion, independent judgment, and tact. It also requires a professional attitude and strong interpersonal communication skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Scheduling and correspondence:

• Maintain and manage the Executive Director's dynamic calendar in close coordination, demanding meticulous attention to accuracy, prioritization, and timeliness.
• Manage all scheduling inquiries, using a solution-based and mission-driven approach to ensure prompt responses and strategic prioritization of the Executive Director's time.
• Arrange and manage all complex and detailed travel logistics, including drafting itineraries, preparing comprehensive briefings, and compiling all necessary documents for travel-related meetings.
• Prepare and process all outgoing professional correspondence, ensuring timely delivery via email, courier, and Fed Ex as required.
• Compose, process, and meticulously edit all professional correspondence and internal documents utilizing Microsoft Word and Excel, ensuring accuracy and alignment with organizational standards.

Meeting preparation

• Design and format high-quality presentation packages and foundational materials for key stakeholders.
• Coordinate all meeting logistics from initial scheduling through execution, including reserving appropriate facilities, preparing detailed agendas, recording and distributing meeting minutes, and arranging catering services as needed.
• Welcome scheduled guests, manage check-in procedures, and escort them efficiently to designated meeting locations.
• Oversee all meeting technology and resources, ensuring smooth operations for both in-person and virtual attendees.
• Provide an atmosphere of professional hospitality and excellence for all internal and external contacts.
• Perform essential general office duties, including accurate filing, scanning, and copying.

Budget administration

• Reconcile credit card statements and detailed expense reports for the Executive Director and designated staff.
• Liaise directly with the Finance department to support budget tracking and actual cost reconciliation activities.
• Complete and submit all expected reports and essential operational documents as required.
• Assist with the preparation of contracts; assist with the reconciliation of invoices for fees and expenses
• Maintain and update all essential files, records, and database entries used for tracking project and departmental progress.
• Coordinate departmental purchase requests and process incoming invoices.

Systems and processes

• Coordinate and execute comprehensive onboarding activities to successfully integrate new hires, providing them with essential information and facilitating critical team and resource connections.
• Provide comprehensive administrative support for all contracts,…