Administrative Assistant

Location: Seattle, WA

Department: Business Services

Type: Full Time

Min. Experience: Experienced

Forterra aims to make sure the Pacific Northwest is livable and beautiful for generations to come. To accomplish this, Forterra focuses on land—how we live, work and play sustainably on it today, knowing we will see significant growth over the next century.

Over the past 25 years we’ve become the common ground where people, often with very different points of view, come together around a shared love for this place. We emphasize the connection between people and place – vibrant cities and healthy lands. We work in all landscapes, from our most urban cities to our most majestic wild places. And we apply our broad range of skills including land conservation, stewardship, policy innovation and community engagement—all with one mission, to sustain our region.

To date we have: permanently conserved more than 238,000 acres of forests, farms, shorelines, parks and natural areas; restored critical landscapes; and applied innovative land based strategies to improve the quality of life for people in over 90 of our communities.

Summary of Position

The Administrative Assistant (AA) will support the VP of Real Estate Transactions, the VP of Programs and the Executive Assistant to the President. The AA will contribute to the overall effectiveness and efficiency of Forterra by preparing board documents and maintaining board records for the Forterra NW Board, FSCF Board and the FEI Board. The AA will coordinate schedules, and serve as a liaison to staff. The incumbent will be undertaking a wide variety of administrative and communications tasks, many requiring independent judgement and polished writing.

This position requires superior attention to detail, great organizational skills, and the ability to manage deadlines, while prioritizing multiple critical requests. A high level of integrity and discretion in handling confidential and sensitive information is essential. Critical personal attributes are proactivity, flexibility, confidence, diplomacy and a good sense of humor.

This position is full-time, non-exempt and benefit eligible. The hourly range is $19 - $22.

General Duties

  • Develop accurate, accessible organizational records retention/management system.
  • Schedule and prioritize meetings and phone calls with internal and external customers. Coordinate with VPs of Transactions and Programs on priority scheduling needs.
  • Prepare, collect, compile and distribute materials as needed for Board meetings. 
  • Attend assigned board meetings to take meeting minutes.
  • Ensure accurate, timely, accessible and complete board files.
  • Greet and host visitors as needed for in-house meetings.
  • Perform other duties and projects as assigned.

Required Qualifications

  • Minimum 3 years of experience providing support at the senior level.
  • Familiar with Windows operating environment; advanced user of MS Excel and Outlook, especially Outlook calendaring functions.
  • Experience with boards or other high-level volunteer leadership.
  • Excellent business communication skills in telephone, written, email and face-to-settings. Ability to communicate professionally and effectively with a broad range of internal and external clients. Strong writing skills, including ability to draft correspondence on the behalf of the VP with minimal direction.
  • Service-oriented with a positive attitude. Courteous, personable and flexible; able to deal effectively and professionally with a wide range of people.
  • Detail oriented and highly organized with prior experience maintaining schedules, filing systems and calendars for senior leaders with a heavy volume of scheduling requests.
  • Exemplary organizational and project management skills with demonstrated ability to respond quickly to changing priorities. Ability to work independently, exercise initiative, and use discretion when handling confidential/sensitive information.
  • Ability and willingness to work occasional early mornings, evenings, and/or weekends as needed.

Travel, Working Conditions, and Physical Environment

  • This position is subject to indoor environmental conditions typical to a professional office setting. The essential physical requirements of this position include:
  • Ability to exert up to 30 pounds of force occasionally and/or a negligible amount of force frequently to lift, carry, push, pull, or otherwise move objects.
  • Ability to sit or otherwise remain in a stationary position at a computer workstation for the majority of the work day.
  • Ability to frequently move about inside the office to access file cabinets, office equipment, etc.
  • Ability to constantly operate a computer and other office equipment such as calculators, copy machines, and printers.
  • Ability to communicate accurately with co-workers, clients, and members of the public about Forterra’s work.
  • Negligible travel in the Greater Seattle area.
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