Executive Assistant Philanthropy

Executive AssistantPhilanthropy
Job Posting

Posted: Open to internal and external applicants
Reports to: Vice President of Philanthropy
Status: Full-time salariedbenefittedposition
Hours of Work: Standard Monday Friday workweek generally 8 a.m. to 5 p.m. Occasional need for weekend or after-hours work in support of events and projects.
Dated Needed: December 2025
Posting Expires: Open untilfilled.

Purpose of this position:

TheExecutive AssistantPhilanthropy (EA)istheexecutiveadministrative support position for theVice Presidentof Philanthropy.This administrative role helps to advance the Seattle Aquariums mission ofInspiring Conservation of Our Marine Environmentby providingtimely proactive consistent supportfrequentlyacting independently and using judgement on confidential and sensitive donor issuesthrough a rangeofadministrative duties in a fast-paced environment. Knowledge of non-profit organizations board ofdirectorsmanagement and principalgiftsworkand a proventrack recordin arapidly shifting detail-orientedexecutivesupport role handling confidential material are EA worksdirectly withprincipal donors campaign volunteer leadership and members of theboard of rolestaffs two board committees: Board Governance & Nominations Committee and Advancement Committee.

The Seattle Aquariumrecognizesthatvarious marginalizedcommunities are being disproportionatelyimpactedby environmental harm while not having access to lead the conversation onconservationand environmental education. We arepartners inchangingthat narrativeand seek an executive assistantwho canwork withinphilanthropywith an equity-centered lens.

Essential functions:

Support toVice Presidentof Philanthropy

• This critical partnership role works closely with the lead fundraiser of the Aquarium to
• Complete an extensive variety of administrative tasks including: manage a robust and highly dynamic calendar of appointments; compose editand prepare official correspondence that is sometimes confidential or public in nature; create obtain and solicit items for weekly and monthly agendas and PowerPoints including executive team all staff board of directors and committee meetings; compile and disseminate documents for meetings; make certain theVPis prepared and equipped.
• Plancoordinateand ensure theVPsschedule isaccuratefollowedand respected. Approve all requests forVPstime.
• Responsiblefor supportingtheVPregardingprincipaldonor communication andfundraising and board work includingstepping in as proxy to the VP to answer and address questions from principal donors and their staff and board portfolio revenue forecasts.
• Provides staffing support for high-level stewardship of select donors in the VPs portfolio including personalized outreach special invitations and custom recognition opportunities.
• PreparesVPfor meetings including summarizing issues for discussionagenda items to be presented and status of action items; requestsreportsand preparesbriefing materials.
• MaintainsVPsdonor datausingthe Raisers Edge donor database tracking action items and monitoring database dashboard for next steps.
• Maintains the timeline andframeworkfor quarterly updating and reporting on department goals and benchmarks. Coordinates annualrefreshof goals and metrics including providing reminders to key stakeholdersand program leads.
• Preparesmonthlyupdates for presentation to the board.
• Coordinateslogisticsfora variety of meetings includingschedulingroomset-up preparing materials creatingpower pointpresentations meeting technologyand hospitality.
• Maintainstimeline and process foronboarding of newdepartmentstaff andyearly performanceevaluation schedule forVPwith team members.

Support to Board Committees

• Provides staffing support to the co-chairs of the Advancement Committee including scheduling meetingsdevelopingand distributing agendas recording minutes and tracking action items.
• Staffstheco-chairsof the Board Governance&Nominating Committee including scheduling meetingsdevelopingand distributing agendas recording minutes tracking action items including board nomination calendar and progress.
• Updates andfacilitatesthe annualdemographicssurvey of the board including reporting and analysisonfindings.

Support toPhilanthropyand MembershipDepartment

• Manages and communicates to theteam throughthe annual calendar.
• Coordinatescheduleand take meeting minutes for a variety of meetings.
• Managespurchasing shipping/receiving purchaseordersand approval of invoices for the department.
• Providesgeneral supportatsignaturephilanthropy functions and priority needs.
• Contributes to the effort to build a culture of philanthropy throughout the organization through excellent customer service.
• Honorsthe rights of our donors under the Association of Fundraising ProfessionalsCode of Ethics.
• All Aquarium staff and volunteers are expected toparticipatein advancing and integrating into their work Diversity Equity Inclusion and Regenerative practices in alignment with our S.A.L.I.S.H. Values.
• Other dutiesof a similar natureas assigned.
  
  

Knowledgeskillsand experience:

• Minimumfiveyears ofadministrative experience supportingan executiveandteamrequired ideally in a non-profit highly confidential information and interactionswith donor relations or supporting a philanthropyleaderin a non-profit setting preferred.
• Able to prioritize conflicting needs; handle matters expeditiously proactively andfollow-through on projects often with tight deadlines and quick turn-around.
• Demonstrated ability toestablishtrustwith staff at all levels including the executive teamboardandboarddonors in one on one and in small and large group with internal and external customers.
• Customer service and solutions oriented;committed to helping to ensure the departmentruns efficiently and effectively;A positive and can-do attitude ready to roll up ones sleeves at a moments notice.
• Demonstrated ability to handle multiple projects and incoming requests from the team; experience takinginitiativeand using independent judgment in non-routine matters.
• Excellent time management with ability toprioritize and work withahigh levelof accuracy within afast-paced environment.
• Exceptional attention to detailhighlyorganized and proactivetoanticipateVPanddepartment needs; able to track long-term strategies/projects.
• Strong communicationskills: Oralwrittenas strong interpersonal communication skillstowork effectively with high-level donors and stakeholders.
• Excellent Microsoft Office (ExcelPower PointOutlookand Word) working with donor databasessuch as Raisers up andworking withmeeting technology such aspresentation softwaresuch asPower Point projectors and laptopspreferred.
• Demonstrates an understanding of the Aquariums Mission and Values including Regenerative and Equity work.
  
  

Education:

• Associate degree orcombination of equivalent education andexperience in an office environment. BA preferred.

Internal/external contacts:

• Aquarium staffdonorsand board of directors asrequired.

Working conditions:

• This position is expected to be on-site five days per week during the first six months. After that period a hybrid schedule of three days in-office per week will be available with Thursdays required as one of the in-office days. Schedule is subject to change based on business needs.
• Flexibility for evening or weekend work throughout the year to support philanthropy events.
• Office work is performed in a semi-private work area. Donor tours will occur in Aquarium exhibit areas possible outdoor fieldexcursionsand off-site donor meetings.
• Work is highly collaborative in nature and requires the ability to meet in person talk on the phone and via Zoom/Teams and listen well for understanding.
• Some exposure to elements. Employeesare incampusenvironmentswith multiple buildings outdoor and semi-covered areas. Travel between Aquarium buildings and meeting sites in all types of weather.

Confidentiality:

This positionmaintainsa high levelofconfidentialityrelated to donor cultivation and other fundraising efforts. This includes access tofundraisingsoftwaredonor lists and executive email communications.

Salaryand Benefits: $80000 - $92000/yearDependent on experience. Please include salary expectations in your materials. Full-time staff are eligible for the Seattle Aquariums comprehensive benefits package to include medical vision dental an employer-funded health reimbursement account medical and dependent care flexible spending accounts life insurance long-term disability 403b retirement fund with employer match access to a subsidized ORCA pass a Seattle Aquarium Family Plus membership and generous paid time off.

How to apply:The Seattle Aquarium is committed to expanding a diverse equitable and inclusive conservation movement. We are invested in building an Aquarium with a wide variety of backgrounds identities languages cultural ways of knowing and life experiences. We know research shows that society has conditioned communities of color trans and gender non-conforming people immigrants people with disabilities and other marginalized candidates to more frequently not apply to a job because they dont feel that they meet all of the qualifications listed even if they are qualified. If you meet some of the requirements and you are passionate about our mission and our ocean we encourage you to apply and look forward to learning more about you.

Interested candidates should upload a résumé to our online application to be considered. Application review will begin immediately.