Job Details

Oregon Community Foundation

Executive Assistant to the Chief Community Engagement and Equity Officer

Location: Portland, OR

Salary Range: $75,000 - $83,000 per year

The Executive Assistant to the CCEEO provides a wide range of support and performs duties that directly support important activities of the Foundation. This position provides a high level of administrative support, oversees complex calendars, budgets, and project plans, and manages communications with internal and external stakeholders. They partner closely with the CCEEO and other management team members on a daily basis to proactively manage and support the execution of projects, initiatives and tasks to facilitate the work of the CCEEO and the Foundation. The Executive Assistant follows up on key deliverables, oversees deadlines, and prepares and distributes reports for company leadership and the Board of Directors.

Essential Duties and Responsibilities

Executive Support and Administration - Percentage of Time: 60%

• Plans and organizes meetings, activities, and events for the CCEEO to ensure efficient use of time and alignment with strategic priorities. Monitors schedule of the CCEEO and responds swiftly and accurately to changes based on the demands of the role.
• Coordinates the calendars for committee meetings, departmental meetings, and meetings with external stakeholders, and related document preparation.
• Monitors and evaluates incoming communications on behalf of the CCEEO. Uses discretion and professional judgment in evaluating, drafting and recommending responses and following up on communications as appropriate.
• Develops travel plans and manages the budget and expense report tracking and reimbursement processing, processes invoices and purchase orders.
• Manages contract administration process and DocuSign support for the office of the CCEEO and related teams.
• Under the direction of the CCEEO, prepares RFP's, conducts appropriate research and follow-up; prepares and tracks items for signature.
• Monitors pending projects for follow-up and timely execution and identifies potential issues requiring escalation.
• Prepares and distributes PowerPoint presentations, routine spreadsheets, financial reports, meeting agendas and minutes for senior leadership and Board of Director meetings.

Project Management - Percentage Time: 30%

• Participates in the strategic development of ideas, proposals, structures, and budgets for key initiatives. Manages and tracks multiple projects, providing regular written updates to the CCEEO.
• Performs business analysis, scheduling, communication, and documentation for important Community Engagement and Equity projects. Makes recommendations to CCEEO as appropriate.
• Oversees and supports other administrative projects for the department as assigned by the CCEEO.

Additional Duties - Percentage of Time: 10%

• Participates on cross-departmental teams regarding organizational policies, processes, and work environment
• Other duties and projects as assigned by supervisor

Required Education and Experience

• 5+ years' experience serving in an Executive Assistant role, directly supporting an Executive Team member
• 2+ years' experience working with contracts, RFP's, or grants
• Bachelor's degree in relevant field; or equivalent experience in lieu of degree.

Required Professional Competencies

• Cultural agility skills necessary to work effectively with diverse people, teams, and communities.
• Ability to maintain the highest level of confidentiality and handle sensitive material concerning the organization and its employees.
• Ability to exercise exemplary discretion and independent judgment on matters of significance.
• Superior attention to detail and the ability to remain calm under pressure is critical.
• Excellent verbal and written communication skills.
• Skilled in preparing Excel reports (not developing data) and PowerPoint presentations containing financial information, statistical data, and graphs.
• Experience managing communications regarding annual budgeting and audit processes.
• Experience working with board committees and preparing and distributing meeting agendas, materials, and minutes.
• Experience managing complex electronic files on network and submitting sensitive documents with approved external confidentiality protocols.
• Excellent interpersonal skills and ability to interface effectively with internal and external parties in a highly professional manner.
• Demonstrated ability to handle multiple tasks simultaneously, exceptional organizational skills, and ability to adhere to and meet deadlines
• In-depth knowledge of Microsoft Office Suite with high level of proficiency in Word, Excel, PowerPoint, and Outlook.

Travel – Percentage of Time: 0%

Travel is not required.

Safety

Support a safe work environment by performing work duties safely and according to procedures. This includes reporting all injuries, illnesses or accidents sustained while working to your immediate supervisor as soon as possible after the occurrence or within 24 hours of the injury, illness or accident, and reporting any accident involving OCF vehicles, equipment or other property, regardless of the nature of the accident, to your immediate supervisor as soon as possible after the accident.

Attendance Requirements

Regular punctuality and attendance are required.

Compensation and Benefits

• Hiring Range: $75,000 - $83,000 depending on experience.
• Salary offers are determined in conjunction with an internal pay equity assessment. This initial hiring range reflects our starting offer based on your skills and experience. It's important to note that this is just the beginning; our overall salary structure offers additional opportunities for growth and advancement based on performance and development within the role, as well as resources available.
• This is a full-time, exempt position.
• Benefits include paid time off, medical, dental, vision, 401k, disability and life insurance, employee assistance plan, volunteer leave, and professional development opportunities.

Encouragement to Apply

Studies show that women and people of color are less likely to apply for jobs unless they believe they meet all the qualifications. We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. We encourage you to think broadly about your background and qualifications and apply.

How to Apply

OCF is an Equal Opportunity Employer. Submit a cover letter and resume online at oregoncf.org/about/careers.