Executive Assistant

Description

The Humane Society for Southwest Washington (HSSW) is seeking an Executive Assistant to join our team. This is a full-time, FLSA nonexempt opportunity. Since 1897, HSSW has been the leader in animal welfare across Southwest  Washington. With an annual operating budget of $15 million, we are the largest and most innovative animal welfare organization in the region. Our shelter campuses in Vancouver and Longview, WA serve more than 10,000 animals each year, providing high-quality care, medical services, and the compassion they deserve.

Our community-based approach helps keep pets and people together. Through the Nierenberg Community Veterinary Clinic, the Sandra Richardson Miller Mobile Veterinary Clinic, the Swigert Family Behavior & Training Center, and programs like free pet food and other essential resources, we serve more than 18,000 owned animals annually expanding access to affordable veterinary care, spay/neuter, training, and support.

We also own and operate ReTails Thrift Store, a top shopping destination named Best Thrift Store in Clark County for eight consecutive years, providing vital funding for our mission.

At HSSW, you’ll find an innovative, high-energy culture where your passion for animals and people can make a real difference. We’re looking for team members who want to be part of something bigger: supporting pets, strengthening families, and shaping the future of animal welfare in Southwest Washington. HSSW has been honored as Best Non-Profit for two years running—a recognition of our impact and leadership in the community.

About the Role 

The Executive Assistant & Board Liaison provides high-level administrative, organizational, and project support to the President of the Humane Society for Southwest Washington (HSSW). This role ensures the President’s office operates efficiently and proactively, enabling strong leadership of the organization. The Executive Assistant serves as the primary administrative liaison to the Board of Directors; manages board and committee logistics; coordinates donor, stakeholder, and community engagements; prepares executive-level reports and presentations; and supports the tracking and reporting of HSSW’s strategic plan and other key initiatives.

This position requires exceptional organizational skills, professionalism, discretion, initiative, and the ability to manage multiple priorities in a fast-paced, mission-driven environment.

Responsibilities

• Provide day-to-day administrative support to the President, including managing calendars, scheduling meetings, coordinating travel, and preparing materials.
• Anticipate the President’s needs and ensure appropriate preparation for meetings, presentations, events, and deadlines.
• Draft and edit correspondence, memos, reports, and other documents on behalf of the President.
• Serve as the administrative liaison to the Board of Directors and its standing committees.
• Coordinate all board and committee meeting logistics, including scheduling, agenda development, meeting notices, technology setup, and venue arrangements.
• Prepare, compile, and distribute board packets and related documents.
• Attend board meetings to take accurate minutes; maintain board records and files.
• Support board orientation, onboarding, training, and annual assessments.
• Manage compliance with bylaws, policies, and governance requirements.
• Support the President with donor cultivation, stewardship, and community engagements.
• Schedule donor meetings, prepare briefing materials, track follow-up tasks, and maintain accurate donor interaction records.
• Ensure high-quality communication and professionalism in all donor interactions.
• Manage tracking and reporting of the organization’s strategic plan, ensuring timely updates from leadership and staff.
• Prepare dashboards, summaries, and progress reports for the President, leadership team, and board.
• Assist in monitoring deadlines, deliverables, and milestones for organizational initiatives and special projects.
• Prepare high-quality executive-level presentations, reports, and materials for internal and external audiences.
• Maintain a cadence of regular reporting for the board, donors, and key partners.
• Assist in the preparation of speeches, talking points, and briefing documents for the President.
• Act as a central point of communication between the President’s office, staff, board, volunteers, and community stakeholders.
• Manage confidential and sensitive information with discretion.
• Support organization-wide events, leadership meetings, retreats, and special projects as assigned.

Compensation

The hourly range for this position is $25.24 - $30.72, with starting pay dependent upon experience.

Employee Benefits and Perks

In addition to serving in an organization with a compassionate and strategic purpose, eligible employees enjoy a comprehensive benefits package and a variety of employee perks.

Benefits include:

• Health insurance effective the first of the month following hire (full-time employees).
• Dental and vision insurance effective the first of the month following hire.
• Matching percentage 401(k) retirement plan beginning the first month after hire, with a 3-year graded vesting schedule and ROTH contribution option.
• Employee Assistance Program (EAP) available to all employees and household members.
• Section 125 FSA Cafeteria Plan for out-of-pocket health and/or dependent day care expenses.
• Access to affordable life, disability, and accidental supplemental insurance.
• Numerous employee discounts and discounts with partner organizations.
• Public Service Loan Forgiveness qualified employer: To learn more about this Public Service Loan Forgiveness (PSLF) program, go to https://studentaid.gov/manage-loans/forgiveness-cancellation.

Paid Time Off (PTO)

This position accrues PTO at a rate of 2.27 hours for every 40 hours worked. 

Additional Paid time includes:

• Floating Holidays (full-time employees).
• Bereavement leave
• Pet bereavement leave

Requirements

Qualifications Required

• Minimum 3–5 years of experience as an Executive Assistant or high-level Administrative Assistant, preferably supporting executive leadership; non-profit and board of director experience preferred. 
• Strong organizational skills with demonstrated ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast-paced environment.
• Excellent written and verbal communication skills, including experience preparing reports, presentations, and professional correspondence.
• Proven ability to handle confidential information with integrity and professionalism.
• Advanced proficiency with Microsoft Office (Word, Outlook, Excel, PowerPoint), cloud collaboration tools, and general office systems.
• Strong interpersonal skills; ability to build effective relationships with board members, donors, staff, and external partners.
• High level of initiative, judgment, and follow-through with minimal supervision.
• Familiarity with project management or strategic plan tracking tools.
• Experience supporting fundraising or donor relations activities preferred.
• Passion for HSSW’s mission and commitment to serving animals and the community.

Working Conditions & Physical Requirements

Work Environment

• This position primarily works in a professional office/cubicle setting at the HSSW campus; however, occasional work may be performed in animal shelter meeting spaces, and offsite locations (e.g., donor meetings, community events, and board retreats).
• The role requires frequent interaction with staff, board members, volunteers, donors, and community partners in a fast-paced and dynamic environment.
• Exposure to animals and animal-related environments is common and may include noise, allergens, and odors typical of a shelter setting.

Schedule & Travel

• This is a full-time position with a standard Monday–Friday schedule; occasional early mornings, evenings, or weekend hours may be required to support board meetings, donor events, or special projects.
• Reliable transportation is required for travel between HSSW campuses and for offsite meetings or events as needed.

Physical Requirements

• Ability to remain seated or standing for extended periods while working at a computer, attending meetings, or performing administrative tasks.
• Ability to lift, carry, or move items up to 20 pounds occasionally (e.g., materials for board packets, meeting supplies).
• Ability to navigate a multi-building campus and event spaces as needed.

Other Requirements

• Ability to maintain a high level of confidentiality and professionalism in all work settings.
• Ability to manage frequent interruptions, shifting priorities, and time-sensitive deadlines while maintaining attention to detail and composure.

Culture & How to Apply

At HSSW, our vision is a community where everyone loves and cares for animals. Our mission is to Rescue. Return. Restore. Rehome. Reconnect. One animal at a time. We live our values of compassion, collaboration, excellence, service, and integrity every day.

We’re looking for team members who are enthusiastic, collaborative, adaptable, and committed to excellence. If this sounds like you, and you meet the qualifications for this position, click the Apply button to begin your journey with us today.

HSSW participates in E-Verify and, due to the nature and responsibilities of the position, requires criminal background screening and a Motor Vehicle Records release.

For more information, visit HSSW.org/careers.

Application Deadline: Open until filled