Machinists Institute

Executive Office Manager

Based in Seattle, WA

 

The Machinists Institute, a 501©(3) nonprofit, was created by the International Association of Machinists & Aerospace Workers District 751 to fill a vital role in training and apprenticeship programs for the community. MI provides world-class training to current and future aerospace, automotive, and manufacturing workers, focusing on providing living-wage career opportunities through education and training across the state.

The Executive Office Manager will oversee the daily operations of the executive office, ensuring a smooth and efficient workflow. This role requires exceptional organizational skills, attention to detail, and the ability to handle sensitive information with discretion. The ideal candidate will be a proactive problem solver with excellent communication skills and a strong ability to multitask.

Location: Seattle, WA 9125 15th Ave S. Seattle, WA 98108
Reports to: Executive Director

Key Responsibilities:

• Support Executive Director’s daily operations, including travel coordination, correspondence, expedite reimbursements, preparation for meetings and calendar scheduling and optimization.
• Coordinate and organize meetings, conference calls. and virtual meetings for executive leadership.
• Set up technology and meeting prep, including sending reminders, prepare meeting materials, take minutes, send follow up communications as needed.
• Prepare and edit documents, presentations, and reports for executive review.
• Act as a liaison between executive leadership and internal/external stakeholders.
• Maintain and organize office files, records, and documentation.
• Handle confidential information with the utmost discretion and professionalism.
• Assist in the planning and execution of company events and initiatives.
• Monitor and manage office supplies and equipment, ensuring a well-stocked and functional office environment.
• Provide support for special projects and initiatives as needed.
• Support finance team in tracking approvals of expense requests and obtaining necessary quotes, prepare business expense reconciliation and expense reports for executives
• Answer and screen telephone calls, take messages, provide information or redirect calls as appropriate
• Process payroll, assist with staff and contractor onboarding and offboarding, including equipment setup and system access.
• Prepare meeting materials and send out meeting minutes and/or notes.
• Assist with team wellness and diversity initiatives.
• Support HR duties and assistance such as recruiting, training support, and additional tasks.

The qualifications listed within the job description are intended as a guide and we do not expect candidates to bring all experiences and skills listed. Research supports that self-selecting out of potential professional opportunities is particularly common among individuals with identities that are marginalized in professional spaces. So, if you believe that you can meet the overall expectations of the position, we encourage you to apply so that we have an opportunity to learn more about you and the unique strengths you would bring to the work.

Qualifications:

• Proven experience as an office manager, executive assistant, or in a similar role, 5 years or more experience preferred.
• Preferred Bachelor’s degree in Business Administration, Management, or a related field.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to work independently and as part of a team.
• High level of discretion and confidentiality, excellent customer service.
• Strong problem-solving skills and attention to detail and ability to prioritize.
• Experience working in or a strong commitment to a diverse and inclusive workplace.

Benefits:

• Competitive salary and benefits package.
• Opportunity to work with a dynamic and innovative team.
• Professional development and growth opportunities.

Equal Opportunity Employer
The Machinists Institute is an equal opportunity/affirmative action employer with a strong commitment to diversity and inclusion. We prohibit discrimination on the basis of any and all legally protected status. We are committed to making our application process accessible to all. If you require accommodations during the interview process, please let us know.

Background Check
Employment in this position is contingent upon consent to and successful completion of a pre-employment background check.

Salary and Benefits
The starting salary for the position will be negotiated upon potential hire within the $75,000 to $85,000 range and will be commensurate on the experience level of the candidate. The Machinists Institute provides generous health and welfare benefits including medical, dental and vision plans, employer retirement contributions and 401K matching, along with both vacation and sick leave.

Application Materials
Please send a cover letter not to exceed two pages, a professional résumé and contact information for three (3) references who are familiar with your work to HR at the Machinists Institute. All materials must be submitted electronically to: HR@MachinistsInstitute.org