Executive Assistant & Operations Coordinator
Status: Full-time (35 hours to start) | Reports to: Executive Director | Location: Good
Shepherd Center, Seattle, WA (on-site position) | Start date: Mid-August 2026
About Alliance Française de Seattle
Alliance Française de Seattle (AF Seattle) is a nonprofit cultural organization and the third-largest Alliance Française in the United
States by enrollment. Located in the Wallingford neighborhood, we serve 1,500+ members and 1,000+ students annually through French language
education, cultural programming, and community events. This is a dynamic, mission-driven workplace at the heart of Seattle's francophone
community.
Position Summary
The Executive Assistant & Office Coordinator is the operational backbone of AF Seattle. This role sits at the intersection of executive
support, human resources administration, financial operations, and office management — ensuring that the Executive Director and
leadership team can focus on strategy and mission. The ideal candidate thrives on systems, handles complexity with calm, and takes genuine
ownership of the organization running smoothly day to day.
Key Responsibilities
Executive Support
- Manage the Executive Director's calendar, scheduling, and external appointments
- Draft and edit correspondence, reports, board materials, and strategic documents
- Prepare materials and logistics for Board of Directors meetings; take and distribute minutes
- Coordinate follow-up on Board action items and governance communications
- Produce a weekly operations summary for the Executive Director
- Process monthly payroll and manage benefits tracking and enrollment
- Maintain staff contracts, I-9 records, and personnel files in compliance with applicable law
- Coordinate new hire onboarding across all departments
- Support updates to the employee handbook and HR policy documentation
- Administer scholarship tracking and manage the scholarship database
- Process vendor payments, expense reports, and reimbursements
- Track and reconcile organizational budget lines; prepare financial reports for leadership
- Manage the grant database; support grant reporting deadlines in coordination with the Director of Development & Programs
- Handle invoice management and maintain financial records
- Support event logistics including volunteer recruitment and coordination
- Assist with supply ordering, inventory management, and vendor communications
- Contribute to gala and signature event execution (Night of Ideas, Joyeux Bazaar, Fête de la Musique, Annual Gala, etc.): logistics and administrative duties
- Track event budgets and support post-event attendance and impact reporting
- Assist Executive Director with her event preparation (speeches, welcoming guests, etc)
- Support student registration, enrollment communications, and class scheduling coordination (phone, emails, etc)
- Assist with teacher onboarding paperwork and induction logistics
- Contribute to enrollment and financial reporting for the Language & Exams Center
- Coordinate course brochure and program description production with relevant staff
- Maintain office systems, supplies, and ensure smooth day-to-day operations
- Hold key holder responsibilities and manage building access
- Monitor and triage the organizational info@ inbox daily; forward, flag, and archive as appropriate
- Monitor phone calls and messages
- Categorize incoming inquiries by name and topic; ensure timely follow-up
- Oversee volunteer scheduling and on-site coordination
- Manage library lending, inventory, and cataloguing
- Supervise two staff members (office assistant and receptionist)
Qualifications
Required
- 3+ years of experience in executive support, office administration, or operations — preferably in a nonprofit, cultural, or educational setting
- Demonstrated experience managing payroll, HR records, or financial administration
- Exceptional organizational skills and attention to detail; comfort managing multiple priorities simultaneously
- Strong written communication skills; able to draft professional correspondence and meeting materials with minimal direction
- Proficiency with Microsoft 365 and Google Workspace (Docs, Sheets, Calendar) and standard office tools
- Discretion with confidential information (personnel files, financial data, donor records)
- Self-directed, proactive, and comfortable working in a small team with a high-trust culture
- Experience with nonprofit financial tools (QuickBooks, Bill.com, or equivalent) and/or CRM/membership databases
- French language proficiency (professional or conversational)
- Experience supporting a board of directors or governance function
- Experience with fundraising
- Background in or genuine enthusiasm for French language, Francophone culture, or cultural programming
- Familiarity with grant administration or grant reporting workflows
What We Offer
- Competitive nonprofit salary, commensurate with experience
- 401(k) retirement plan with 3% employer match
- AF Membership, course discount and summer camp discount
- Accrued PTO (vacation + sick) and paid federal holidays
- A close-knit, mission-driven team that takes its work seriously and has fun doing it
- Front-row access to Seattle's vibrant francophone cultural scene
- End-of-year performance bonuses
How to Apply
Please send a résumé and a brief cover letter explaining your interest and relevant experience to employment@afseattle.org with the subject line "Executive Assistant & Operations Coordinator — Application." Applications are reviewed on a rolling basis.
AF Seattle is an equal opportunity employer committed to building a diverse and inclusive workplace.
