Office Manager

~ International Living Future Institute (ILFI) is a dynamic, fast growing non-profit with a mission to lead and support the transformation toward communities that are socially just, culturally rich, and ecologically restorative. ~

Position Overview

Background & Scope of Responsibility:

The International Living Future Institute (ILFI) seeks an exceptional Office Manager +
Executive Assistant to the CEO in the Seattle, WA office. ILFI's mission is to lead and
support the transformation toward communities that are socially just, culturally rich
and ecologically restorative.

The successful candidate must exhibit a strong passion for the environment and the
organization’s mission as a whole, have proven technical & problem-solving skills, be
a quick learner, be able to analyze processes and systems as well as have strong
communications skills, and be able to multi-task. The ability to work independently on
tasks at various scales with minimal supervision is critical.

The Executive Assistant / Office Manager’s role is to provide administrative support to
the CEO, and for others in the organization. This individual will interact with both
internal and external stakeholders as well as various teams throughout the
organization. This individual will oversee office management across all offices.

This job is full-time, non-exempt and typically 40 hours per week, although
occasionally more is required. Intermittent travel to the Portland, OR office (2-3
visits/year) is required.

Responsibilities 

Description of Duties: 

• Assist the CEO by coordinating her calendar, scheduling meetings, organizing
  travel and itinerary development for North America and International travel,
  tracking expense reporting and providing general support.
• Provide overall office management for the Seattle office including ordering
  office supplies and equipment, staffing the ‘front desk’ of the office from
  8.30am-5:30pm Monday through Friday, greeting and hosting all visitors,
  organizing the conference room, assisting staff with equipment needs for their
  work stations, maintaining the operation of phones, copiers and other office
  equipment.
• Provide support for the Board of the Institute to include but not limited to:
  setting up for meetings, collecting and distributing the agenda and board
  materials, scheduling the venue, catering and associated events.
• Be responsible for expense reporting and office budget maintenance including
  billing and invoice accounting.
• Plan and execute events in Seattle such as Holiday parties, picnics and general
  ILFI events.
• Provide general meeting and event coordination, including agenda creation and
  distribution.
• Perform clerical responsibilities and general office administration for the
  Executive staff and Program team including the preparation of Excel documents
  (including pivot tables), drafting of proposals and letters in Word and copying
  and filing documents.
• Handle all Notary Public needs.
• Provide support for staff at the annual Living Future conference.
• Coordinate with the IT Manager to ensure that all Seattle IT needs are being met
  effectively. Including coordinating training and procuring software and
  equipment for the Seattle staff.  

Qualifications 

Required:

• Bachelor’s degree in a field complimentary to job duties, or equivalent
  experience/education
• 5+ years administrative-related work experience in a design, public benefit, or
  similar organization 
• Demonstrates strong analytical, organizational, detail oriented, and problem
  solving skills 
• Demonstrates high-level verbal and written communication skills
• Strong coordination and follow up skills
• Capable of working independently with minimal supervision
• Highly reliable and dependable
• Flexible, adaptable, positive attitude, team player 
• Has the ability to remain composed under high-pressure to change and innovation
• Apple-based office productivity applications such as Microsoft Word, Microsoft
  Excel, DropBox, Google+, Salesforce, etc.
• Demonstrates a high-level of computer literacy, including proficiency in webbased
  software
• Must be able to multi-task, prioritize and manage numerous tasks quickly,
  accurately and efficiently in a fast paced environment with deadline pressure
• Strong Interpersonal and creative skills 
• Professionalism and positive attitude 
• Commitment to the mission of the organization 

Highly Desirable: 

• Financial management and accounting skills  

Compensation: Compensation is commensurate with experience and is supplemented by ILFI's generous benefits package that includes health and dental insurance, three weeks of paid annual leave and 12 days annual sick leave. 

To Apply 

• Please click below: "Apply Now Online!" to email a cover letter, resume, and three written references.
• When drafting your email, please include the subject
  line: "Last Name, First Name - Position Title."

~ ILFI is an Affimrative Action / Equal Opportunity Employer. We strongly encourage a diverse range of candidates to apply. ~