Join Our Team! SEF Hiring Operations Manager / Executive Assistant (Full-Time)

The Operations & Executive Support Manager plays a critical role in ensuring the smooth, efficient, and compliant day-to-day operations of the Snohomish Education Foundation while also providing high-level administrative and executive support to the Executive Director. This position blends operations management, finance and HR coordination, systems administration, and executive assistance in a highly collaborative, mission-driven environment. The ideal candidate is organized, proactive, detail-oriented, and comfortable working across multiple functional areas in a small but growing nonprofit.

Key Responsibilities

• Manage day-to-day operational systems, physical office, and workflows to ensure efficiency and consistency
• Maintain and improve internal procedures, documentation, and standard operating procedures (SOPs)
• Support compliance with nonprofit best practices, internal policies, and audit readiness
• Oversee office operations, vendor relationships, technology tools, and subscriptions
• Serve as primary administrator for internal systems (e.g., CRM, grants/scholarship platforms, file management systems)
• Check mailboxes regularly and answer and phone calls, emails, and inquiries professionally

• Coordinate onboarding and offboarding of staff and contractors
• Maintain personnel files and HR documentation
• Support benefits administration and annual renewals
• Assist with recruitment logistics, scheduling, and hiring documentation
• Help cultivate positive internal culture and strong communication practices

• Provide direct administrative support to the Executive Director, including calendar management, scheduling, and correspondence
• Prepare meeting agendas, materials, and follow-up documentation
• Take and distribute meeting notes as needed
• Support Board of Trustees operations, including meeting logistics, document management, and committee coordination
• Track action items and deadlines across leadership and board activities

• Maintain accurate databases and records
• Generate internal reports related to programs, donors, scholarships, and operations
• Support preparation of proposals, contracts, MOUs, and internal communications
• Assist with document formatting, proofreading, and organization

• Manage communications efforts to and from key stakeholders involved in SEF programs (students, teachers, donors, principals, etc.) as outlined by programs and communications plans
• Assist in the planning and execution of events to support program objectives
• Provide logistical support and volunteer coordination as needed for fundraising events, meetings, and community outreach efforts

• Manage accounts payable and receivable processes (invoicing, bill payment, deposits)
• Support budget tracking and reporting
• Maintain organized financial and contractual records

Qualifications & Skills

• 3+ years of experience in operations, nonprofit administration, office management, or executive support
• Proficiency in Microsoft 365 and database management (experience with nonprofit software a plus)
• QuickBooks experience preferred
• Ability to work independently and collaboratively in a small team environment
• Must possess strong interpersonal skills including decision making and problem-solving abilities
• Strong organizational and project management skills with a high level of attention to detail and follow-through
• Comfort working with financial systems, spreadsheets, and databases
• Ability to handle confidential information with discretion
• Excellent written and verbal communication skills – customer service minded

• Proactive, solution-oriented, and adaptable
• Comfortable wearing multiple hats in a small organization
• Strong relationship-builder
• Calm under pressure and able to manage competing priorities

• Full Time: Some evenings and weekends required
• Location: In office, with ability to work remotely at times
• Hourly wage based on experience ($30 – $38, depending on experience); benefits package offered