Executive Assistant

Fuel Talent is partnering with North Forty Group in their search for an Executive Assistant (EA) to join their Executive Office (EO) team. The EO works to support the personal and professional goals of Jeff and Tricia Raikes. North Forty Group provides a range of support services for the Raikes family, as well as certain operational support for the Raikes Foundation. North Forty Group and the Raikes Foundation are co-located in the Wallingford neighborhood of Seattle.

The Executive Assistant is responsible for delivering high quality, comprehensive administrative support for Jeff and Tricia. The core job responsibilities include inbox management, calendar management, and day-to-day coordination and support to ensure their business and personal activities are successful.

This role will be to ensure daily coordination, organization, and other support needs are attended to professionally and comprehensively. They invite the EA to bring their fresh ideas to an array of support tasks.

How We Work Together

The Executive Office team is small, but mighty. It is comprised of the Chief of Staff (CoS) and Travel and Administrative Coordinator (TAC). They oversee a great number of engagements and projects that are focused on Jeff and Tricia’s success.

The EA will work to support the Chief of Staff to manage Jeff and Tricia’s time and engagements and will work closely with the Travel and Administrative Coordinator to ensure all details of their travel and events are aligned with other commitments. They partner with one another closely and support one another as much as we support the Raikes. You will work primarily with Jeff and Tricia, the EO staff, individuals within their close personal network, and foundation staff.

Furthermore, it will be important for the EA to establish a strong relationship with Jeff and Tricia to understand their personal preferences on an array of projects, such as ticket management and health & wellness activities.

Role Responsibilities

• Manage a complex calendar and communicate effectively with an array of internal and external parties
• Manage a complex calendar of internal and external activities while using strong judgment, understanding Tricia and Jeff’s time and availability, fostering important relationships, and maintaining strict confidentiality
• Facilitate smooth and effective communications by reviewing, tracking, and responding to email, mail, invitations, and screening incoming phone calls
• Communicate necessary schedule information to partnering businesses and personal contacts, including family and staff
• Communicate on Tricia and Jeff’s behalf across a range of personal and philanthropic audiences, develop and maintain contact lists, contact cards, and relationships with outside entities which span government, business, education, philanthropic, family, and social relationships

Inbox Management

• Work with Jeff, Tricia, and the CoS to understand the most efficient mechanisms to manage their various inboxes to ensure
• Prompt responses
• Key materials for meetings and briefings are captured in OneNote
• Prioritization of requests
• Work with CoS to draft correspondence, field questions, and respond to certain emails where appropriate.

Meeting and Briefing Support

• Work with the EO team, foundation, and external parties to coordinate the assembly of all briefing and background materials for meetings and travel
• Lead and manage OneNote weekly schedules, OneNote pages for all meetings, and partner with the CoS ensure all meeting materials and briefings are complete. Our team lives in OneNote, so proficiency in this tool (or willingness to learn quickly) is critical.[HC3] [CN4]

Travel Support

• Partner closely with the Travel Administrative Coordinator to ensure
• Appropriate travel dates are selected
• Calendars are coordinated and accurately reflect commitments
• Partner closely with the CoS to ensure briefing materials for business meetings during travel are completed

Team Culture

• Serve as an active participant in North Forty’s culture, participating in team-building opportunities, learning, and other means to build cohesion and collaborative team culture
• Serve as an active participant in the organization’s diversity, equity, and inclusion (DEI) initiatives; champion an inclusive culture and adapt practices

Budget Management

• Support and manage an annual budget for the Executive Office and Raikes personal budget
• Participate in monthly reviews of budget variances, research and resolve any issues
• Share invoices and receipts, with contextual information, with the TAC to ensure expense reports can be completed in a timely manner
• Collaborate with the EO team to forecast expenditures based on upcoming travel and events

Personal Support

• Support the coordination and execution of tickets on behalf of Jeff and Tricia as it pertains to regular sporting and theatrical events.
• Manage and coordinate personal care appointments.
• Provide support for Jeff and Tricia’s family members for personal family trips as needed, including travel, accommodations, and scheduling.
• Partner with property managers to ensure commitments run smoothly.

Provide support across an array of other areas

• Communicate and coordinate closely with other team members to ensure seamless delivery of services; work with appropriate team member to provide mutual backup when needed
• Perform other responsibilities as requested

Working hours

• Answer direct Executive questions/address needs within 4 hours between 9 am and 5 pm PT on workdays.
• Reflect a flexible approach, understanding the role requires responsiveness beyond standard business hours, in line with the dynamic nature of the executives' schedules.
• Respond to urgent messages and needs from Executives over evenings and weekends is expected.
• On occasion, longer hours, weekend work, and on-call support will be needed. Where possible, these needs will be flagged in advance.

Key Competencies

• Experience supporting multiple C-level executives or providing highly detailed personal assistance.
• Extensive personal and professional support experience.
• Exceptional skills in judgment, organization, diplomacy, discretion, interpersonal relationships, and written and oral communications.
• Expert level skills with Email and Calendar Management via Microsoft Outlook.
• Highly competent with the suite of Microsoft Office products including experience with OneNote, Excel, PowerPoint, and Teams.
• Implements effective tools and processes to organize, prioritize and execute tasks and meet deadlines.

Key Attributes

To work well within the executive office team, the following attributes are important. Candidates should possess:

• A tenacious attention to detail.
• A strong commitment to diversity, equity, and inclusion. Candidates should be aligned in these values, have a willingness to learn, and find opportunities to reinforce these values in their work.
• A service orientation and a “roll up your sleeves” mindset. A successful team member can work independently and as part of a team seamlessly.
• Actively participate in the team:
• Engage in team/organization discussions and being transparent about workload and needs.
• Support teammates with projects and tasks, as needed.
• Take on special projects and support the team with what is required to provide a high level of service across the board.
• Demonstrated experience in maintaining confidentiality; trustworthy; proven discretion handling sensitive information.
• The ability to be proactive, to prevent problems before they occur and to anticipate support needs to manage workflow.
• Positive energy and outlook to work and team environments.
• A willingness to work extended hours to complete support activities when needed.

Team and Reporting Structure

• Reports to the Chief of Staff with a dotted-line accountability to Tricia and Jeff Raikes
• FLSA Classification
• Exempt (Salary)

Employment Type

Full-time

Location

Seattle, WA, and will require occasional travel

Current Hybrid Policy

Hybrid Onsite and WFH Flexible Schedule; Requires to be onsite on Mondays and Tuesdays with the possibility of increasing in-office days.

Compensation

$110,000 - $135,000 annually based on experience.

Talent Source: Local, no relocation services available

Benefits

North Forty Group offers excellent benefits including: fully paid healthcare coverage for employees and their dependent children, dental and vision insurance, an annual student loan reimbursement benefit, a 9% employer-paid 401k contribution (no employee match required, after one year eligibility), employer paid and 27 paid vacation, sick, and personal days, plus paid holidays and parental leave.

To learn more about The Raikes Foundation: https://www.raikesfoundation.org/