Executive Admin

The Administrative Support Specialist reports to the Executive Director and works closely with the Association Manager / Operations & Programs Manager and Workgroup Chairs to plan activities, maintain organizational systems, and support accountability toward achieving association goals.

The Administrative Support Specialist provides high-quality administrative, scheduling, and communication support for our staff, committees, and members. This position ensures the smooth daily operations of the association through coordination of meetings, document management, data entry, and communication tasks, and serves as a key connector across staff, workgroups, the Board of Directors and stakeholders. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced, remote work environment.

Responsibilities

Administrative & Operational Support (40%)

• Provide comprehensive administrative support to the Executive Director, Association Manager, member workgroups, and the Board of Directors.
• Maintain calendars, schedule meetings for multiple participants, manage Zoom meeting links, and prepare agendas and materials for distribution.
• Take and format meeting and retreat notes, track action items, and ensure follow-up and filing of materials.
• Maintain organized digital systems in Google Drive for document storage, archiving, and accessibility.
• Support staff and committee workflows by maintaining shared folders, contact lists, and resources.
• Invoice collection, review and spending tracking as needed in collaboration with other staff and contractors.

Data Management & Reporting (20%)

• Enter and update stakeholder and contact information into the Kintone database and generate periodic reports.
• Support survey administration, compilation, and analysis in coordination with the Association Manager and Data Manager.
• Assist in preparing meeting summaries, project reports, and tracking tools to support accountability.
• Maintain accurate records of committee membership, participation, and communications.

  Meeting & Event Coordination (20%)

• Schedule and support quarterly member meetings, retreats, ResWA Wednesday, and committee meetings in collaboration with other staff.
• Coordinate logistics for periodic hybrid and in-person meetings and training, including meals, hotel room blocks, materials, and registration.
• Support planning and logistics for annual Lobby Day, including legislator scheduling, stakeholder communication, and tracking of advocacy engagements.
• Provide meeting tech support, Zoom recording when indicated, and documentation follow-up for staff, committees, and special projects.

  Communications & Website Support (15%)

• Maintain consistency and accuracy in internal email communications, announcements, and reminders.
• Day to day forwarding of public inquiries to DRCs.
• Post DRC training opportunities and updates on the ResWA website.
• Special Projects & Technical Support (5%)
• Assist staff or member centers with basic administrative tech support such as creating fillable forms, spreadsheets, or templates.
• Provide logistical support for DRC statewide training sessions or events as assigned.

  Qualifications

  Experience & Knowledge: 2-3 years of administrative or operations experience in a nonprofit, association, or government setting; experience supporting senior leadership, committees, or boards preferred; &, familiarity with community mediation, human services, or member-based organizations a plus.

  Skills & Attributes: Strong organizational, scheduling, and task-management skills with keen attention to detail; excellent written and verbal communication skills; excellent note-taking skills; ability to manage multiple deadlines and priorities effectively; comfort working independently and collaboratively in a remote team environment; professional demeanor with patience, flexibility, and discretion in handling sensitive information; &, commitment to advancing equity, inclusion, and access to justice for Washington residents.

  Technical Proficiency: Proficient in G-Suite (Google Drive, Docs, Sheets, Calendar), Zoom, and Microsoft Office; experience with database entry or tracking systems (e.g., Kintone, Airtable, Salesforce); basic experience with website updating (WordPress or Squarespace); comfort with creating fillable PDFs or simple forms in Adobe, Canva, or Google Forms; fluent in verbal and written English; bilingual (Spanish-English) ability a p

• Support social media content scheduling and basic graphic or post formatting.
• Ensure accessible document and file formats for member distribution.