Executive Assistant & Operations Coordinator

About the role

The Executive Assistant & Operations Coordinator provides essential operational support to the Executive Director and leadership team at Alliance Française de Seattle. This full‑time, on‑site role blends executive assistance, HR and payroll administration, finance, grant management, and event coordination to keep the nonprofit running smoothly.

Key responsibilities

• Manage the Executive Director’s calendar, schedule appointments, and prepare board meeting materials, including minutes and follow‑up actions.
• Process monthly payroll, track benefits, maintain staff contracts, I‑9 records, and support onboarding and handbook updates.
• Handle vendor payments, expense reports, budget tracking, financial reporting, and grant database administration.
• Coordinate event logistics, volunteer recruitment, supply ordering, and support major gala and cultural events.
• Assist with student registration, class scheduling, teacher onboarding, and enrollment reporting for the school program.
• Maintain scholarship database and track related communications.

Required profile

• Highly organized individual who thrives on systems and can manage multiple complex tasks calmly.
• Demonstrated ownership of day‑to‑day operations in a fast‑paced environment.
• Strong written communication skills for drafting correspondence, reports, and board documents.
• Ability to work collaboratively with leadership, staff, volunteers, and external partners.

Required skills