Company Overview

Founded in 1990, Kauffman & Associates, Inc. (KAI), is an American Indian– and woman-owned management consulting firm dedicated to improving the lives of vulnerable populations and enhancing the reach and effectiveness of social sector organizations. KAI maintains a portfolio of clients and contracts, up to over 90 active contracts at any time. KAI employs over 60 professionals across the US.

We work closely with federal, tribal, state, and regional governments; associations; foundations; and private-sector businesses. At KAI, we do work that matters!

Executive Assistant

KAI seeks a highly-motivated, organized professional to support its executive leadership. The Executive Assistant will support our high-level executive management team and undertake a wide variety of administrative duties and responsibilities to support KAI’s President and CEO.

Essential Functions/Duties

• Manage and maintain the President’s daily schedule, calendar time, appointments, and travel arrangements.
• Arrange and coordinate meetings and events, including facilitating all related details and coordinating logistics.
• Collect and pro-actively assemble the President’s receipts and expenses for business trips/travel and prepare expense reports for reimbursement in a timely manner.
• As needed, manage incoming calls and inquiries to the President’s office when the President is unavailable.
• Prepare and edit correspondence, communications, presentations and other documents for the President, CEO and other executive staff as needed.
• Conduct research, collect and analyze data to prepare reports and documents and present findings when necessary.
• Liaise with other key leadership in the organization, including KAI’s Chief Financial Officer, Chief Contracts Office, Executive VP, operations team members, and internal staff across all service lines.
• Engage and interact with external clients with the utmost professionalism..
• Manage the KAI corporate office, including
  • Opening and closing office daily, keep all public spaces clean and organized, maintain the conference room, remote webinar and video conference equipment.
  • Receive and distribute incoming faxes and hard copy mail to appropriate departments and locations via scan, fax, and email.
  • Manage the postage meter, associated costs, and refill postage in a timely manner.
  • Work with KAI’s HR Manager and Systems Administrator as needed to assemble necessary equipment, package and coordinate shipping details for new hire remote employees (laptops, monitors, etc.).
• Work with other staff to ensure all inventory and equipment is returned and received in the office when employees off-board.
• Proactively request and gather information for bi-weekly newsletter and prepare draft newsletter using Mailchimp.
• Attend required weekly meetings, training and contribute relevant and necessary information in a clear and logical manner.
• Assist with coordination of all-staff activities, including all-staff events, company-wide meetings, retreats, holiday parties, sending cards, etc.
• Review operating practices and implement improvements where necessary.

Competencies/Skills

• Attention to detail and response time.
• Must be self-directed and motivated, anticipate needs and be pro-active in improving processes and procedures.
• Demonstrate competency and timeliness in completing assigned tasks and responsibilities and proactively enlist the help of other team members when necessary to work towards a common goal.
• Prioritize and manage daily work, the President’s schedule and office needs so deadlines are met, needs are anticipated, and work is organized.
• Must be able to demonstrate accuracy through all tasks, duties, written correspondence, and e-mails, with good attention to detail.
• Exercise proper judgement and consistently follow-through on action-items.
• Ability to handle multiple tasks simultaneously and perform in a high volume, time sensitive/deadline-driven environment.
• Excellent written and verbal communication skills, strong interpersonal skills and ability to maintain a calm demeanor under pressure.

Experience & Qualifications

• Bachelor’s Degree (required)
• Minimum of five (5) years executive assistant experience
• Proficient with Microsoft Office Suite and Zoom, including setting up breakout rooms and digital smartboard platforms
• Knowledge of standard office administrative practices and procedures.
• Experience working with AI/AN populations and or organizations (highly preferred)

Benefits Overview

• 80% company paid medical insurance premiums; portion of family paid
• 50% company paid dental insurance premiums; portion of family paid
• Vision insurance
• $50K company paid life insurance
• Partial internet reimbursement
• 15 days of annual leave in first year
• Hybrid remote work, with at least 3 weekdays in office
• Matching 401K with immediate vesting
• EAP

Location: Spokane, WA or local commuting distance surrounding Spokane