Executive Assistant

Description

The Executive Assistant is responsible for providing support to the Executive Team and managing the organization’s office operations at the Gateway location. The Executive Assistant must be creative and enjoy working within a small social work environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. Requirements of this role necessitate being in the office in-person during standard business hours (generally Monday through Friday, 8 AM to 4:30 PM).

Benefits:

• Medical
• Dental/Vision
• 401(k) retirement savings program
• Paid Sick and Vacation
• 13 Paid Holidays per year
• Direction Service qualifies for the Public Service Loan Forgiveness (PSLF) program
• And More!

Reasonable Accommodations:

To perform this job successfully, an individual must be able to perform each job duty/responsibility satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

Supervisory Responsibilities:

• None

Duties / Responsibilities:

Executive Team Support

• Manages Executive Team schedules and appointments as needed. 
• Works closely and effectively with the Executive Team to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the Executive Team updated. Anticipate Executive Team needs in advance of meetings, conferences, etc. 
• Participates as an adjunct member of the Management Team including assisting in scheduling, note taking and attending all meetings.
• On behalf of the CEO, provide essential support to the Direction Service Board of Directors, including as key point of contact, coordinating meeting logistics, preparing materials, scheduling, and attending monthly meetings, note-taking, compiling, and distributing Board meeting minutes as needed. Assists in the onboarding of new Directors.
• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; and maintaining contact lists. 

Communications and Outreach

• Maintains the accuracy and integrity of databases by ensuring that all information is kept up to date.
• Assists in the processing and reconciliation of donations and ensures that all donors are thanked in a timely manner in coordination with the Chief Development Officer.
• Optimize the use of the development database by maintaining policies and protocols for data entry, running reports, and maintaining accurate donor records, donations, and prospects.
• Assists the Executive Team in the maintenance of Direction Service website, social media pages, and profiles. Supports and executes social media strategies. Assists in writing, developing, and strategizing online content production and scheduling.

Other Administrative Support

• Answers the main phone line and respond to inquiries.
• Welcomes clients, visitors, and guests in a warm and friendly manner. Answers any questions and directs or escorts them to the appropriate location. 
• Receives deliveries; sort and distribute incoming mail.
• Takes inventory of office supplies and assists in the ordering, receiving, stocking and distribution of office supplies.
• Maintains the reception area and all common areas in a clean and tidy manner at all times.
• Runs local errands such as to the post office or picking up/delivering documents, supplies, or other business-related items as needed.
• Maintains fax machines, assists users, sends faxes and retrieves and routes incoming faxes.
• Performs various administrative support tasks such as filing, copying, proofreading, transcribing handwritten information, composing, and sending letters and/or emails.

Performs other related projects/duties as assigned for the overall benefit of the organization. 

Requirements

Necessary Knowledge, Skills, and Abilities:

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Ability to work effectively with people regardless of their age, gender, race, ethnicity, religion, or job type/status.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Highly respected team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.

Minimum Position Requirements:

• High school diploma or equivalent required; bachelor’s degree in business administration, management or related field preferred.
• Strong work tenure: generally, three to five years of executive-level administrative support experience, preferably in a non-profit organization.
• Proficient in the use of standard office equipment, computers, and computer software such as Microsoft Office Suite or similar software. Ability to learn other computer software programs as required by assigned task.
• Employment contingent on a satisfactory Criminal History Check as required by the State of Oregon (OAR 407-007-0200 to 407-007-0370) and as deemed acceptable by Direction Service.

Preferred Qualifications and Skills:

• Bilingual (Spanish/English) strongly desired.
• Experience and interest in internal and external communications, development, and fundraising.

Working Conditions / Physical Demands:

Most of the work completed is in an office environment with exposure to moderate levels of noise in a well-lit and moderately paced environment. While performing the duties of this job, the employee is continuously required to sit, stand, walk, hear and/or respond to verbal/audio cues, see and/or respond to visual cues perform repetitive motions of hands and wrists, and read computer screen. Additional physical requirements may include reaching with hands and arms, stooping, kneeling, crouching, and climbing up stairs. Must be able to lift as much as 15 pounds at times.

Direction Service is committed to the principles of equal employment. We are committed to complying with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. It is our intent to maintain a work environment that is free of harassment, discrimination, or retaliation because of race (including physical characteristics that are historically associated with race , including but not limited to natural hair, hair texture, hair type and protective hairstyle color), color religion, sex, sexual orientation, gender, gender identity, age, national origin, genetic information, marital status, veteran status, disability, or other characteristics protected under local, state, or federal law. Direction Service is dedicated to the fulfillment of this policy regarding all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination, and all other terms, conditions, and privileges of employment.    

Salary : $24 - $29