Administrative Assistant to the Board of Governors

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or status as a protected veteran. For more information regarding Evergreen's non-discrimination policies or to report discrimination, please visit the Affirmative Action and Equal Opportunity webpage at www.evergreen.edu/equalopportunity or contact the Affirmative Action and Equal Opportunity Officer at (360) 867-5371, Room 3102 Library Building, 2700 Evergreen Parkway NW, Olympia, WA 98505.

• Serve as a liaison with and facilitator for effective communications between the Board of Governors and the Vice President/Executive Director.
• Prepare, organize, and distribute all board materials including agendas and minutes for board and committee meetings.
• Function as host to board members and arrange for meetings and/or social gatherings in conjunction with board meetings, including the coordination of space, catering, and meeting technology and supplies.
• Draft, prepare, and send regular communications to Governors.
• As needed, manage a small portfolio of Governors to advance fundraising priorities.
• Maintain Foundation files, both electronic and hard copy.
• Coordinate Governor attendance at events and meetings, including soliciting and tracking RSVPs.
• Maintain records of Governor engagement activities and follow-up with Governors as needed regarding activities to be completed.
• Maintain Foundation professional association memberships and coordinate Governor participation in professional association activities and meetings.
• Maintain the current board roster and update documentation of the board's history summarizing Governors' terms, committee assignments, and skills.
• Receive, monitor, and file applications from prospective Governors; coordinate prospective Governor participation in background check process.
• Function as an administrator within board software; use the software to manage meetings, build agendas, manage documents, and monitor board performance.
• Draft and maintain committee work plans, supporting the committees in tracking topics and building agendas that advance the committee's priorities.
• Support staff who interact with the board by preparing documents, tracking and reminding staff of deadlines, and compiling information.
• Collaborate with the Vice President/Executive Director and Committee on Governors to perform board assessments.
• Support the Vice President/Executive Director in strategic planning to enhance the work of the Board of Governors.
• Train staff and Governors in the use of board software.

• Serve as the confidential administrative assistant to the Vice President.
• Facilitate communication between the Vice President and key Advancement and College staff.
• Represent the Vice President within the campus community and provide interpretation of division policies or viewpoints.
• Assist in maintaining the vice president appointment calendar, lead on scheduling the vice president for all board engagements.
• Receive visitors, phone calls, and mail, assess relative importance, and refer to Vice President or other offices as appropriate; independently handle other matters as appropriate.
• Prepare confidential correspondence; compose, prepare, and distribute general correspondence, external communications, budgets, minutes, reports, and other documents.
• Prepare staff recruitment, hiring, and personnel forms for the Vice President's signature.
• Work with professional staff to prepare correspondence for the Vice President's signature; review outgoing correspondence for correct grammar and spelling and draft letters when appropriate.
• Support personal and bulk correspondence by organizing mailings, including creating mail merges, preparing correspondence across all media, etc.
• Establish and maintain accurate record keeping systems.
• Establish procedures for and interpret and apply administrative policies to the work of the unit.
• Support the effective operation of the office by contributing to the development of office policy and procedures; take responsibility for writing established procedures and maintaining office procedures manual; and lead implementation and compliance where appropriate.
• Plan and organize projects with follow-through to completion.
• Support internal and external meetings, including booking spaces, creating/disseminating agendas, taking minutes, and noting actions.
• Provide back-up support for the vice president's work with donors and travel arrangements.
• Supervise temporary and student staff.
• Other duties as assigned.

• Outstanding attention to detail.
• Ability to exercise good judgment and make sound decisions in a complex environment.
• Initiative in problem solving and ability to organize and perform multiple tasks within expected timelines.
• Reliable, timely follow-through and the ability to independently coordinate multiple projects through to completion.
• Skill in setting priorities and time management, including the ability to successfully meet competing deadlines.
• Ability to exercise discretion in addressing sensitive and/or confidential matters.
• Ability to read, understand, and interpret policies and procedures.
• Proactive and methodical; able to work well in a fast-paced collaborative environment.
• Skill and ability to provide complex administrative support.
• Excellent research skills.
• Excellent proofreading and editing skills.
• Skill and ability to record meeting minutes.
• Ability to compose, prepare, and distribute general correspondence, external communications, minutes, reports, and other documents.
• Ability to effectively communicate with faculty, staff, students, board members, and external constituents.
• Ability to respond to difficult situations with a respectful and professional demeanor, as well as to serve as a leader in the facilitation of positive resolution in such situations.
• Skill and ability in the scheduling of meetings and in the coordination of meeting arrangements and events.
• Ability to coordinate off campus travel and meeting arrangements and accurately maintain related documents.
• Ability to perform day-to-day office administrative tasks, such as maintaining information files in excellent order, processing paperwork, photocopying documents, and answering emails and telephones.
• Proficient in the use of office software applications, including advanced level scheduling, word processing, spreadsheets, acrobat, PowerPoint, constituent database management, web content management systems, and email software.
• Ability to maintain composure and work effectively in stressful situations and lead others to adopt similar behavior and work in concert.
• Understanding of and appreciation for the values of the educational community and a commitment to liberal arts education and cultural diversity.
• Ability to work effectively with people of diverse backgrounds and to foster a climate of multicultural understanding and appreciation.
• Ability to work an extended workday or work week to respond to business needs.

• Four years of applicable office administrative support experience.

• Bachelor's degree or equivalent combination of education and three years of experience providing support to a senior administrator and working with the public.
• Work experience in a higher education or not-for-profit setting.
• Experience supporting a nonprofit board or similar organization.

• Must provide proof of identity and employment eligibility within three days of beginning work.
• Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
• Prior to an official offer of employment, a Declaration Regarding Sexual Misconduct form must be submitted to the college per RCW 28B.112.080. The college will contact current and past employers to verify this information. Applicants who provide inaccurate information in their declaration will be disqualified and, if the inaccuracies are discovered after the applicant has been hired, it shall be grounds for termination.