Executive Assistant, Office Management

Public Defender Association
Executive Assistant, Office Management

Summary

The Operations and Administrative team at PDA include the Finance, Information Technology, Chief of Staff, and the Administrative Team. Everyone in this space is a leader. The Executive Assistant Office Management will be a valued member of the Administrative team, reporting to the Chief of Staff. This position is customer-centered and cultivates and stewards’ relationships for the benefit of our agency, thus the desired candidate is expected to come to the position with a fun and positive spirit of collaboration and innovation and see the opportunity to resolve issues by taking initiative that works for all. This team intentionally fosters trust and team building, and the individual in this position will enhance these efforts. We are a multifaceted hands-on team in a high functioning and fast-paced origination and jump in to assist each other often, no matter role or title.

Organization Description

The Public Defender Association (PDA) is a non-profit corporation which advocates for legal system reform and develops alternatives that shift from a punishment paradigm to a system that supports individual and community health. We also provide a direct services program (CoLEAD) and provide technical assistance to community partners who are committed to these goals.
Grounding reform in a public health and safety framework, PDA develops new strategies and implements models that improve on conventional responses to crime and public order issues. In collaboration with community and government partners, PDA uses policy advocacy, organizing, litigation, and public education to achieve its goals.

Responsibilities

Primary responsibilities include but are not limited to:

Administrative

• Date stamp and process all incoming mail daily. All legal mail must be processed within

24hrs of receipt and forwarded to the legal team.

• Maintain office supplies inventory and order monthly as needed;
• Order and arrange delivery of office furniture as needed;
• Partner with the Executive Assistant on planning and scheduling meetings and/or conference calls on behalf of the management and leadership teams;
• Process travel request forms for flight and hotel for PDA staff;
• Process travel per-diem for PDA staff;
• Support with the planning and execution of PDA events;
• Manage phone calls and correspondence (mail, emails, packages, etc.);
• Organize office operations and procedures;

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• Manage the organization of electronic files;
• Manage relationships with vendors, service providers, and building management;
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office;
• Provide general support to PDA team members and visitors; and
• Other duties as assigned.

HR / Fiscal / IT

• Support Program Directors with filling vacancies (job postings, scheduling interviews, managing candidate application files, etc.);

• Respond to emails regarding volunteering and internship opportunities;
• On-board and off-board PDA staff (welcome email, new hire orientation, exit interviews, equipment processing);
• Process new hires for laptops/desktops, work space, email account, ORCA card;
• Manage internal staff relations;
• Process and distribute weekly payroll;
• Coordinate with finance team on submitting monthly receipts, invoices, staff reimbursement, ORCA card, credit cards receipts;
• Support Finance team with bank deposits when needed;
• Process and distribute credit cards for PDA staff. Notify Finance Dept when credits are received, processed, and distributed;
• Liaise with PDA’s insurance brokers regarding office insurance coverage and insurance certificates;
• Coordinate with IT support staff on processing requests for laptops, cell phones, email accounts (activation and deactivation);
• Process request for phones (cell and desk), reprogram desk phones as needed;
• Review and update PDA website as needed;
• Maintain PDA LEAD listserve;
• Provide basic support with trouble-shooting tech issues; and
• Other duties as assigned.

Facility Management

• Maintain the office condition and arrange necessary repairs through PDA’s service provider;

• Arrange for monthly shredding service for all PDA offices;
• Ensure office environment is organized, clean, and maintains COVID-19 safety protocol as necessary;
• Liaise with building management vendors, including cleaning services; and

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• Other duties as assigned.

Qualifications

• Minimum 5 years of directly relevant experience is required. Six to eight years prior experience as an administrative professional is preferred.

• Experience managing and prioritizing the time of another person is mandatory.
• Detail oriented with the ability to maintain multiple, pressing projects at one time.
• Excellent writing and proofreading skills.
• Experience with social media platforms (Facebook, Twitter) and website development platforms (Wordpress, Wix, SquareSpace, and Drupal)
• Experience working with individuals with a criminal history, low to no income, mental illness, substance use disorder, and other disabilities is highly preferred. The applicant should demonstrate an understanding and empathy with the stresses experienced by clients who are impacted by poverty, mental illness, unstable housing, substance use disorder, domestic strife, and other barriers. The ideal candidate will be skilled in helping these clients engage in their own representation through the principles of harm-reduction—meeting clients where they are, in a way that is responsive to their specific needs.

Knowledge of:

• Intermediate to advanced computer skills in Microsoft Office Suite including Word, Excel, G-Suite email system, and Adobe Acrobat Pro.

• Customer-centered qualities, excellent interpersonal and teamwork skills, positive relationship management, attitude and a sense of humor.

Ability to:

• Exercise discretion and maintain confidentiality.
• Maintain a high level of emotional intelligence, clear communication, and flexibility in mode of communication is necessary.
• Conduct internet research and learn and master new software applications.
• Manager time well in an environment of many concurrent assignments and deadlines.
• Demonstrate strong drive and initiative with the ability to manage
• Demonstrate cultural competence and sensitivity in working with diverse clients, communities, and colleagues.
• To jump in and help on any project, to learn new skills, and to take ownership of assignments.
• Accurate and detail-oriented, with the ability to give and receive feedback effectively.
• Experience having supervisor or directly supported a team-based leadership structure
• Work collaboratively with the ability to work independently.
• Demonstrate passion about our mission.

Physical Abilities

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• Successfully and efficiently exchange information in person or on the telephone.

• Sitting or standing for extended periods of time.

• Dexterity of hands and fingers to operate a computer keyboard and calculator.

• Seeing to read various statistical data.

• Bending at the waist to retrieve materials.

• Lifting and carrying light objects up to 20 pounds

Location

The PDA Office is in Seattle, WA; present configuration is on-site work five days per week, as we have a need for fulfilling an essential part of our programs, thus we will support access to obtaining the vaccine with the support of our Medical Director. Normal hours will be M-F days, with standard hours established in consultation with the Chief of Staff.

Compensation

Salary range is $57,980 to $75,631 depending on experience. Within the position salary range, salary increases 3% annually, subject to Board of Directors approval. An additional annual cost of living increase is provided at the discretion of the Board of Directors. Benefits include:

• 401k match of up to 4% of salary, beginning after six months of employment
• Annual, 2% of salary, profit sharing contribution to 401k, provided in most years
• Generous medical and dental benefits for employees and family members
• Flexible Spending Agreement for both medical and dependent care needs
• 15 days vacation per year, increasing to 20 days vacation per year, after 5 years
• 12 personal/sick days, accrued annually;
• Unlimited ORCA card
• Monthly $50 employer cell phone contribution if required by position

This is a Fair Labor Standards Act exempt, at-will position; continuation in the position depends on both performance and funding.

Equal Opportunity Employer

PDA is committed to a policy of equal opportunity and fosters an environment free of barriers and discriminatory practices. PDA actively promotes mutual respect, acceptance, teamwork and productivity. PDA is committed to maintaining an organization whose staff, Board and clients are diverse in background, experience, race, color, national origin, gender, age, religious affiliation, marital status, sexual identity, sensory, mental or physical abilities, veteran status, and other qualities that strengthen the program while reinforcing its commitment to basic fairness. People of color, those directly impacted by the criminal justice system, people who identify as

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queer, trans, lesbian, gay, or bisexual, and those with disabilities are strongly encouraged to apply. Individuals needing a reasonable accommodation for the application or interview process should contact Prachi Dave.

How to Apply

Email your cover letter and resume. Email subject line and cover letter should clearly reference “PDA Executive Assistant, Office Management. Please Note:
Only applicants under consideration will be contacted. No phone calls, please.

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Job Type: Full-time

Pay: $57,980.00 - $75,631.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Bachelor's (Preferred)

Experience:

• Administrative Experience: 5 years (Required)

Work Location: One location