Administrative Associate

Reports to:                President & CEO

Position type:           Part-time, non-exempt

Location:                   Olympia, WA

Salary:                       $25 to $28 per hour

Hours:                        20 hours per week, with occasional increases to 25-30 hours during busy periods

About the Community Foundation of South Puget Sound

The Community Foundation of South Puget Sound is dedicated to growing a lasting culture of generosity and well-being across Lewis, Mason, and Thurston counties through connection, leadership, and strategic investment. We work to achieve our vision of a region where everyone has the opportunity to thrive in communities that are sustainable, equitable, and resilient.

Since its founding in 1989, the Community Foundation has grown to steward more than $45 million in charitable assets and has awarded more than $28 million in grants and scholarships, supporting causes and organizations that strengthen our community. Learn more about our work at www.thecommunityfoundation.com.

The Role

The Community Foundation’s Administrative Associate is a new role and essential to the success of our growing organization. This position provides a range of administrative support to the President & CEO, assists with foundation operations, and offers additional support to programs during peak times. Excellent attention to detail, strong communication skills, and flexibility to adapt to changing needs and priorities are essential for success in the role. This position is based in Olympia, WA, and primarily works on-site.

Essential Duties and Responsibilities:

• Provide administrative support to the President & CEO, including Board and committee coordination, file management, communications, and event logistics
• Process gifts and payments: enter gifts and donations, mail acknowledgements, and assist with grants and accounts payable processing  
• Front desk reception: greet visitors, answer phones, forward calls, process mail, and answer questions
• Support database management: enter data into CRM system, pull lists, and conduct mail merges
• Ensure office functionality: coordinate conference room scheduling, order and stock supplies, maintain files
• Assist with programs and initiatives during peak times, including grants, scholarships, and Give Local

Preferred Qualifications:

• A deep commitment to the Community Foundation’s mission and strong alignment with our organization’s values including diversity, equity, and inclusion
• Ability to work effectively and respectfully with individuals and communities across cultural, ideological, and geographic backgrounds  
• Two years of experience in administrative or operational settings
• Excellent interpersonal, verbal, and written communication skills
• High level of organization and attention to detail
• Ability to meet deadlines and handle multiple competing priorities
• Experience handling confidential information with a high degree of discretion
• Ability to work both independently and collaboratively
• Proficiency in Microsoft Office (Word, Outlook, Excel, SharePoint) and Adobe (Acrobat DC), and the ability to adapt to new technologies
• Experience with CRM platform(s) or the capacity to learn and use them effectively

We believe valuable experience comes in many forms. If your background doesn’t match every qualification listed, we still encourage you to apply and share how your skills and experience could support our work.

We seek to build an organization that truly embodies the diverse experiences of our South Puget Sound communities. We strongly encourage applications from people of color; immigrant, bilingual, and multicultural individuals; people with disabilities; members of the LGBTQ+ community; and people with other diverse backgrounds and lived experiences.

Location and Timing

This is a part-time role typically scheduled for 20 hours per week. During the peak periods—April/May and October-December—the workload may increase to 25-30 hours per week. While the part-time nature of this role allows for some scheduling flexibility, a consistent, mutually agreed-upon schedule is required. Occasional morning or evening hours may be necessary.

This position is based on-site in our office in Olympia, WA with opportunities for occasional remote work. The ideal start date for this position is in the first half of January 2025.

Physical Demands and Working Conditions

The majority of the work is performed in a general office setting, requiring the ability to work at a personal computer for extended periods. Meeting support may involve standing, walking, and moderate lifting.

The working conditions described above are representative of those for an employee to successfully perform this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the primary functions of the role.

Benefits  

Health insurance, employer-paid retirement plan after 1 year, paid sick leave, vacation, and holidays.

To Apply:

To apply for this position, please submit your resume and cover letter to Mindie Reule at mindie@thecommunityfoundation.com. Please include “Administrative Associate” in the subject line. Priority consideration will be given to applications received by December 10, 2024. The job posting will stay open until the position is filled.

Download PDF of job description.

‍