Oregon Community Foundation
Executive Assistant to the Office of the President
Oregon Community Foundation, Portland, Oregon, United States, 97204
Overview
The Oregon Community Foundation
Executive Assistant to the Office of the President
Job Title:
Executive Assistant to the Office of the President
Department:
Office of the President and CEO
Salary Range:
$75,000 - $83,000 per year
Exempt Status:
Exempt
Reports to:
Senior Executive Assistant to the President and CEO
Location:
Portland (in-office)
Primary Purpose:
The Executive Assistant to the Office of the President will provide a wide range of executive-level administrative support to the Sr. Executive Assistant to the President and CEO.
Responsibilities Essential Duties and Responsibilities
Support and Administration — 40%
Coordinates with the Executive Assistant to the President and CEO to manage the CEO’s Office. Assuming responsibility, in Executive Assistant’s absence, for ensuring requests for action or information, Filbert tickets, etc., are answered in a timely manner.
Completes a broad variety of administrative tasks that facilitate the Executive Assistant’s support of the President/CEO including: collecting and preparing information for, and coordinating follow-up on meetings with staff and outside parties; assisting with special projects; coordinating the design and production of high-quality documents, reports, and presentations; maintaining accurate data; coordinating complex travel arrangements, often requiring coordination with multiple stakeholders internal and external to the Foundation; and completing expense reports.
Board Relations — 50%
Assists with BOD meeting logistics. Managing room reservations, catering, and IT support for Board Meetings.
Prepares and distributes meeting board books for Board of Director meetings.
Assists with board records, documents, correspondence, and communication. Assisting in the maintenance of a secure electronic filing system for board documents, including committee assignments, meeting attendance, presentations, and reports.
Responsible for maintaining board calendars, including sending out meeting reminders and materials.
Assists with the creation of orientation packets for new board members.
Assists with board retreat logistics and creation of all materials.
Drafts and edits various documents, including internal/external correspondence.
Creates and maintains files, reviews drafts, and finishes documents for accuracy and grammar, including documents of a sensitive or confidential nature.
Manages Board and Committee space on the company intranet.
Manages the Ticketing System on company intranet for the Office of the President, all requests related to the OCF BOD and President and CEO.
Executive Team Support — 5%
Support the work of the OCF Executive Team, coordinate team meetings, and manage follow-up to key actions and decisions.
Plan and oversee logistics of leadership team meetings.
Performs other duties as assigned.
Project Management — 5%
Manage key initiatives and projects for the Office of the President and CEO.
Assists with background material and research for President and CEO and Board of Directors, for the vetting process of the Governance Committee of the OCF Board of Directors.
Required Education and Experience
3 - 5+ years’ experience in providing administrative, logistical, and communication support to senior leadership.
Bachelor’s degree in business administration, management, or similar field preferred, but equivalent work experience may be substituted in lieu of degree.
Required Professional Competencies
Strong organizational and time management skills: the ability to manage multiple tasks and prioritize effectively. Adhere to and meet deadlines.
Attention to detail.
Excellent communication skills: the ability to communicate clearly and professionally both verbally and in writing.
Excellent interpersonal skills and ability to interface effectively with internal and external parties in a highly professional manner.
Ability to work collaboratively.
The ability to remain calm under pressure is critical.
Proficiency in Microsoft Office Suite: strong knowledge of Word, Excel, Outlook and Adobe are essential.
Confidentiality and discretion: the ability to handle sensitive information with professionalism and integrity.
Proactive and detail-oriented: anticipating needs, following up on tasks, and ensuring accuracy in all work.
Experience managing complex electronic files on network and submitting sensitive documents with approved external confidentiality protocols.
Experience working with boards, board committees and preparing and distributing meeting agendas, materials, and minutes.
Cultural agility skills: ability to work effectively with diverse people, teams, and communities.
Travel:
Regional travel may be required.
Percentage of Time:
5%
PICKUP and drop-off executives, delivery of board materials and catering items, and meeting attendance.
This position description reflects management's assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned.
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Executive Assistant to the Office of the President
Job Title:
Executive Assistant to the Office of the President
Department:
Office of the President and CEO
Salary Range:
$75,000 - $83,000 per year
Exempt Status:
Exempt
Reports to:
Senior Executive Assistant to the President and CEO
Location:
Portland (in-office)
Primary Purpose:
The Executive Assistant to the Office of the President will provide a wide range of executive-level administrative support to the Sr. Executive Assistant to the President and CEO.
Responsibilities Essential Duties and Responsibilities
Support and Administration — 40%
Coordinates with the Executive Assistant to the President and CEO to manage the CEO’s Office. Assuming responsibility, in Executive Assistant’s absence, for ensuring requests for action or information, Filbert tickets, etc., are answered in a timely manner.
Completes a broad variety of administrative tasks that facilitate the Executive Assistant’s support of the President/CEO including: collecting and preparing information for, and coordinating follow-up on meetings with staff and outside parties; assisting with special projects; coordinating the design and production of high-quality documents, reports, and presentations; maintaining accurate data; coordinating complex travel arrangements, often requiring coordination with multiple stakeholders internal and external to the Foundation; and completing expense reports.
Board Relations — 50%
Assists with BOD meeting logistics. Managing room reservations, catering, and IT support for Board Meetings.
Prepares and distributes meeting board books for Board of Director meetings.
Assists with board records, documents, correspondence, and communication. Assisting in the maintenance of a secure electronic filing system for board documents, including committee assignments, meeting attendance, presentations, and reports.
Responsible for maintaining board calendars, including sending out meeting reminders and materials.
Assists with the creation of orientation packets for new board members.
Assists with board retreat logistics and creation of all materials.
Drafts and edits various documents, including internal/external correspondence.
Creates and maintains files, reviews drafts, and finishes documents for accuracy and grammar, including documents of a sensitive or confidential nature.
Manages Board and Committee space on the company intranet.
Manages the Ticketing System on company intranet for the Office of the President, all requests related to the OCF BOD and President and CEO.
Executive Team Support — 5%
Support the work of the OCF Executive Team, coordinate team meetings, and manage follow-up to key actions and decisions.
Plan and oversee logistics of leadership team meetings.
Performs other duties as assigned.
Project Management — 5%
Manage key initiatives and projects for the Office of the President and CEO.
Assists with background material and research for President and CEO and Board of Directors, for the vetting process of the Governance Committee of the OCF Board of Directors.
Required Education and Experience
3 - 5+ years’ experience in providing administrative, logistical, and communication support to senior leadership.
Bachelor’s degree in business administration, management, or similar field preferred, but equivalent work experience may be substituted in lieu of degree.
Required Professional Competencies
Strong organizational and time management skills: the ability to manage multiple tasks and prioritize effectively. Adhere to and meet deadlines.
Attention to detail.
Excellent communication skills: the ability to communicate clearly and professionally both verbally and in writing.
Excellent interpersonal skills and ability to interface effectively with internal and external parties in a highly professional manner.
Ability to work collaboratively.
The ability to remain calm under pressure is critical.
Proficiency in Microsoft Office Suite: strong knowledge of Word, Excel, Outlook and Adobe are essential.
Confidentiality and discretion: the ability to handle sensitive information with professionalism and integrity.
Proactive and detail-oriented: anticipating needs, following up on tasks, and ensuring accuracy in all work.
Experience managing complex electronic files on network and submitting sensitive documents with approved external confidentiality protocols.
Experience working with boards, board committees and preparing and distributing meeting agendas, materials, and minutes.
Cultural agility skills: ability to work effectively with diverse people, teams, and communities.
Travel:
Regional travel may be required.
Percentage of Time:
5%
PICKUP and drop-off executives, delivery of board materials and catering items, and meeting attendance.
This position description reflects management's assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned.
#J-18808-Ljbffr