Executive Assistant

Location:  9828 E. Burnside St., Portland, OR 97216

Hours: Monday - Friday, 8:00 am - 4:30 pm

Reports to: Chief Operations Officer (COO) + Chief Family Wellness Officer (CFWO)

Salary: $55,539 - $63,000

*IMPORTANT: To be considered for this position, please follow the Application Instructions at the end of this job posting*

Job Summary: 

This position is responsible for the administrative support of day-to-day operations for the Chief Operations Officer (COO) and Chief Family Wellness Officer (CFWO) by performing the following duties:

• Acts as the vital communication contact when the COO or CFWO is unavailable.

• Provides exceptional project leadership and support as needed. 

• Tracks COO and CFWO’s tasks and projects to ensure appropriate prioritization of projects concerning deadlines and organizational developments.

• Organizes internal and external meetings for the COO and CFWO, including logistical and substantive preparation.

Job Duties:

• Keeps the COO and CFWO up to date on organizational activities.

• Maintains accurate and detailed calendars for the COO and CFWO by managing and logging incoming scheduling requests, rescheduling meetings upon request, proactively communicating changes to participants, and responding to scheduling conflicts.

• Tracks and reconciles monthly credit card statements and promptly completes and submits expense reports.

• Prepares and proofreads all internal and external correspondence and various other documents on behalf of company executives.

• Coordinates executive travel arrangements.

• Assists with coordinating and planning special events.

• Researches information, drafts materials, and assists with preparing and delivering presentations.

• Prepares agendas and plans, including but not limited to coordinating catering for luncheons, committees, and other meetings.

• Takes meeting minutes, gathers materials, and maintains strict confidentiality.

• Adheres to high ethical and professional standards.

• Maintains punctual, regular, and predictable attendance.

• Works collaboratively in a team environment with a spirit of cooperation.

• Respectfully takes direction from the COO and the CFWO.

• Other duties as assigned.

Intrapersonal Skills:

• Exhibits good listening and comprehension.

• Selects and uses appropriate communication methods.

• Writes clearly and informatively.

• Varies communication style to meet needs.

• Establishes and maintains effective relationships.

• Offers assistance and support to co-workers.

• Works cooperatively in group situations.

• Works actively to resolve conflicts.

• Exhibits objectivity and openness to others' views.

• Contributes to building a positive team spirit.

• Adapts to changes in the work environment.

• Able to deal with frequent change, delays, or unexpected events.

• Maintains objectivity.

• Displays willingness to make decisions.

• Exhibits sound and accurate judgment.

• Includes appropriate people in the decision-making process.

• Balances team and individual responsibilities.      

Qualifications:

• Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to the safety or health of employees or others.

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

• The requirements listed represent the level the knowledge, skill, and/or ability required.

• Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties.

Experience/Education:

• Bachelor's degree (B. A.) from a four-year college or university.

• Three to five years of related experience and/or training.

• Or equivalent combination of education and experience in providing administrative support to C-Level executives.

Personal Requirements Certificates, Licenses and/or Registrations:

• A passion for POIC+RAHS mission and serving at-risk young adults and their families

• Ability to work collaboratively in a multicultural environment with people from diverse backgrounds

• Exceptional verbal and written communication skills

• Proficiency in Microsoft Office, professional email communication, and internet research

• Successful completion of initial and ongoing employment screens, including, but not limited to a criminal background, sex offender, drug, abuse and neglect, and vehicle record as required

• This position requires a valid insurable Driver’s License.

Application Instructions:

To be considered for this opportunity, please submit:

1. Personal Statement that includes:

   1. Why you are interested in working for POIC + RAHS

   2. How your skills and experience relate to this position

   3. What you can contribute to our organization and the youth we serve

2. Resume

Please send your Personal Statement and Resume to jobs@portlandoic.org with the job title in the subject line. 

Applicants who do not submit a Personal Statement that includes the requested information may be disqualified from consideration for the position.