Executive / Administrative Assistant

  • Administrative Support
  • Portland
  • Posted 1 month ago

*Updated Posting* Position is now TEMP-TO-HIRE!

CLIENT:  Local non-profit

LOCATION:  NE Portland

HOURS: Typically, 8:30 a.m. – 5:00 p.m.

SUMMARY: The Executive / Administrative Assistant works closely with the Executive Director, Executive Team and Managers of the organization, and will perform a variety of highly responsible, confidential and complex administrative and special project tasks that require discretion. The Executive / Administrative Assistant will exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, prioritizing conflicting needs. S/he handles matters expeditiously, proactively, and follows-through on projects to successful completion. The Executive / Administrative Assistant will work to conserve the Executive Director’s time, by exceling at his/her responsibilities.

QUALIFICATIONS:

  • Associate’s degree (preferably in Business Administration) required. Bachelor’s degree is preferred.
  • Five years of progressive experience in administrative support in either non-profit or for-profit organizations.
  • Prior experience providing executive assistance is required.
  • Experience in affordable housing, property management, or real estate development is a plus.

ESSENTIAL FUNCTIONS:

  • Prepares for and attends Board meetings, monthly management meetings and staff meetings. Transcribes minutes of meetings and provide copies to necessary individuals.
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics for organizational management purpose.
  • Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Manages the extremely active calendar of appointments for the Executive Director.
  • Maintains calendars and travel arrangements for the Executive Director, and Executive Team.
  • Provides leadership to build relationships crucial to the success of the organization, and manages variety of special projects for Executive Director and Executive Team, some of which may have organizational impact.
  • Prioritizes conflicting needs; handles issues expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
  • Participate in the administration of the Executive Director’s office; recommend organizational or procedural changes affecting support activities.
  • Develop and administer executive office budget; monitor monthly expenditure reports.
  • Assist in the preparation of the annual budget and the annual report.
  • Schedule and maintain internal office calendar of annual activities, prepare agenda, secure meeting locations and all logistics.
  • Monitor and respond to incoming phone calls for Executive Director.
  • Initiate and maintain a variety of files and records for information related to the Executive Director’s office; maintain manuals and update resource materials.
  • Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
  • Prepare Power Point presentations and related materials for meetings directed by Executive Director and Executive Team.
  • Manage projects and conduct research as assigned by Executive Director and Executive Team.
  • May assist with grant writing and tracking progress of grant status.
  • Maintains customer confidence and protects operations by keeping information confidential.