Administrative Assistant

Overview

The Administrative Assistant plays a key role in supporting the daily operations of the Medic One Foundation. This position works closely with and under the direction of the Operations Director, while also providing support to the Executive Director and broader team.

This role is responsible for coordinating administrative functions, supporting meetings and schedules, and assisting with organizational operations. The Administrative Assistant works in partnership with the Operations Director to support Board and committee coordination, program logistics, and office operations.

In a small, collaborative nonprofit environment, this position requires flexibility, attention to detail, and a willingness to step in where needed, from coordination and logistics to day\-to\-day administrative tasks.

Key Responsibilities

Administrative \& Office Operations

· Serve as the primary point of contact for office guests and manage the main phone line

· Maintain an organized, professional, and welcoming office environment

· Support the day\-to\-day administrative needs of the organization, including general office coordination

· Oversee office supplies, equipment, and functionality

· Open, sort, and process incoming and outgoing mail

· Maintain organizational files and records to ensure accuracy and accessibility

· Serve as back up for gift entry

· And other duties as assigned

Executive \& Organizational Support

· Provide administrative support to the Executive Director and Operations Director

· Assist the Operations Director in managing the Executive Director’s calendar, including scheduling meetings, donor visits, and internal coordination

· Maintain the organization\-wide calendar to track meetings, events, deadlines, and activities

· Assist with preparation of correspondence, meeting minutes, reports, presentations, and other materials

Meetings \& Board Support

· Schedule and coordinate staff meetings, including preparing agendas and minutes

· Under the guidance of the Operations Director, assist with the coordination of Board and committee meetings

Program \& Event Coordination Support

· Under the guidance of the Operations Director, assist with coordination of CPR, AED, and First Aid training programs, including: scheduling and room reservations, instructor assignments, preparing meeting materials, and distribution of certification cards

· Support program tracking and basic administrative needs

· Assist with event logistics, including: Medic One 50th Anniversary activities, Chief’s Circle events, and Lifesavers Gala

Qualifications

· 2\+ years of administrative or office support experience preferred

· Strong organizational and time management skills with high attention to detail

· Ability to manage multiple priorities and stay organized in a fast\-paced environment

· Excellent written and verbal communication skills

· Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)

· Experience with scheduling, calendar management, and meeting coordination

· Comfortable interacting with a wide range of stakeholders, including staff, board members, donors, and community partners

· Ability to work in\-person full\-time; this role is not eligible for remote work

· A proactive, team\-oriented mindset and willingness to step in where needed

Work Environment and Conditions:

· Full\-time, non\-exempt position (40 hours week) Monday – Friday, with occasional evening and weekend work.

· In\-office\-role in Bellevue with occasional meetings and events offsite. Candidates should be local or able to commute daily. Relocation assistance is not provided and final interviews will be in person.

· Requires the ability to manage multiple priorities in a dynamic non\-profit environment.

· Relocation assistance is not provided and final interviews will be in person.

External Contacts:

· Limited contact with the public, including community organizations, Board of Directors, administrative staff, volunteers, and donors.

Compensation and Benefits:

Hourly: $24\-$27 DOE, comprehensive benefits package, 401k match, generous PTO.

How to Apply:Send resume and cover email to Kim Martin at kim@mediconefoundation.org and tell us why we should bring you onto our team.

Join us to be part of a vibrant team dedicated to excellence in administrative support. Your organizational talents will help keep our operations running smoothly while providing outstanding service to clients and colleagues alike!

Equal Opportunity Statement: We’re committed to diversity, equity, and inclusion in our staff and volunteers, our board of directors, and the programs and organizations we fund. Medic One Foundation provides equal employment opportunities without regard to race, color, gender, national origin, age, handicap, or sexual orientation.

Pay: $24\.00 \- $27\.00 per hour

Expected hours: 40\.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• Administr: 1 year (Preferred)

Location:

• Bellevue, WA 98005 (Preferred)

Ability to Commute:

• Bellevue, WA 98005 (Required)

Work Location: In person