Executive Associate and Special Projects Coordinator

About Us: Living Opportunities is a non-profit organization dedicated to fulfilling our mission and vision in various ways aligned with our values of Community, Quality, Respect, Choice, and Catalyst for Change.

Our Vision is a community that embraces individuality and competently supports and empowers people. Our Mission is to support people with intellectual and developmental disabilities to live in the same neighborhoods, work for the same employers, and share in the same experiences to which we all aspire.

General Statement of Duties:

This position provides high-level administrative and executive support to the CEO/COO and executive team while also coordinating special projects—most notably those related to the Healthy Homes Grant Program. The role combines traditional executive assistant duties with project management and grant coordination responsibilities. Additionally, the Associate will perform light maintenance tasks related to Healthy Homes initiatives and support operational needs across the organization.

Qualifications:

The following knowledge, skills, and abilities are typically necessary to successfully complete the related duties of this position:

• Proven experience as an executive assistant, grant coordinator, and/or project manager.
• Strong organizational, multitasking, and problem-solving skills.
• Basic knowledge of maintenance procedures and tools.
• Experience in grant writing and project management is a plus.
• Proficiency in Microsoft Office and/or Google Suite and project management software.
• Bilingual proficiency in Spanish/English or ASL/English is a plus.
• Must be a high school graduate or equivalent. Two years of experience in project management, executive or administrative assistant, management, coordination, or grant writing.

Additional qualifications/attributes:

• Must satisfy all pre-employment, post-offer processes, including (but not limited to): drug test, criminal history (in accordance with Oregon Revised Statute 181.537 and Oregon Administrative Rules 125-007-0200 to 125-007-0330, 407-007-0200 to 407-007-0370, and 943-007-0000(2), abuse check, reference checks, physical/functional exam and be physically able to perform all job duties with reasonable accommodations;
• Must be eligible for driving agency vehicles as acceptable to agency insurance carrier;
• Must be 18 years old;
• Must have a valid Oregon Driver’s License, proof of vehicle insurance, and acceptable driving record;
• Must have a reliable personal vehicle for driving as needed for travel between Jackson and Josephine Counties. (Mileage is reimbursed);
• Participate in CPR and First Aid Certification training, OIS, and any other position-required trainings within 90 days of employment (or the soonest class thereafter);
• Be able to evacuate the premises independently in case of emergency;
• Be able to perform the physical functions and activities of the job with or without reasonable accommodations, which may include (but not limited to) standing, lifting, bending, twisting, and carrying up to 50 pounds;
• Possess effective time management skills, sound judgment, and creative thinking skills;
• Ability to take initiative and make decisions based upon company purpose, mission, and values and in the best interest of people served and community partners;
• Possess at least moderate-level computer skills;
• Communicate effectively and professionally in verbal and written form;
• Detail-oriented, self-motivated, and proactive.
• Ability to work independently and as part of a team.
• Adaptable and flexible with a positive attitude.
• Must have the ability to communicate in a respectful and dignified manner;
• Maintain professional conduct and image in appearance, actions, and words as a representative of Living Opportunities;
• Maintain strong working relationships with agency staff, supported individuals/families, community partners, and contractors;
• Maintain confidentiality;
• Reliable attendance;
• Reasonable accommodations may be made to enable individuals with barriers or disabilities to perform essential functions.

Roles and Responsibilities:

Executive Associate:

• Provide high-level administrative support to the executive team, including scheduling meetings, managing calendars, and coordinating travel arrangements.
• Prepare and edit correspondence, reports, and presentations.
• Handle confidential information with discretion and professionalism.
• Assist in organizing company events and meetings.
• Assist with Development activities as assigned such as newsletter, social media, marketing, and donor outreach.
• Assist in the development and achievement of company goals.
• Update current databases (DonorPerfect/Therap/Kronos) of employees, people served, and donors as needed.
• Demonstrate a commitment to diversity, equity, and inclusion through personal growth, modeling inclusive behavior, and being a catalyst for change.

Light Maintenance associated with Healthy Homes projects:

• Process applications to the Healthy Homes Grant Program, confirming eligibility of applicants and alignments with subaward parameters of the grant
• Track and report on grant spending and activity in coordination with the Admin and Finance Manager
• Coordinate HHGP awards to eligible persons, including renters, owners, and landlords.
• Perform Home assessments in alignment with approved project goals
• Perform routine maintenance tasks and installation associated with the grant work, such as:
• Install shower grab bars
• smoke and carbon monoxide detectors
• Air purifiers
• portable, wall, and/or window AC units
• Ensure the office environment is clean, safe, and well-maintained.
• Coordinate with external vendors/contractors and awardees/landlords/homeowners for more extensive maintenance projects.
• Order, monitor, and manage supplies and equipment.

Grant or Special Project Coordination:

• Develop, evaluate, and manage the implementation of grants and special projects processes;
• Research and identify potential grant opportunities relevant to the organization’s mission.
• Prepare and submit grant proposals in coordination with the Admin and Finance Manager, ensuring compliance with all requirements and deadlines.
• Manage grant-funded projects, including budgeting, reporting, and liaising with funding agencies
• Track and report on the progress and outcomes of grant projects.
• Attend and participate in conferences and meetings with partners/stakeholders and prepare/present information as needed.
• Assist with budget development.
• Assist with contract development and review.

Working Environment and Conditions

The work environment varies in this position. Roughly 90% of the employee’s time will be spent working indoors. Occasionally, employees in this position can expect to work outdoors. Indoor work may include a typical office setting, temperature controlled with typical office equipment and working in people's homes in delivery of grant services. Employees in this position may be subjected to extreme temperatures when work outdoors is required in winter and summer.

Physical Requirements

• Standing or Walking – Occasional in this position (up to 30% of the time)
• Sitting, bending, twisting – Frequent in this position (more than 50% of the time)
• Lifting up to 50 pounds – Occasional in this position (up to 30% of the time)
• Climbing stairs – Rare in this position (less than 10% of the time)
• Computer and Keyboard use - Frequent in this position (more than 50% of the time)
• Must be able to evacuate during an emergency and assist others in doing the same.

Direct reports

This position does not directly supervise any other positions.

Work Schedule

This position is classified under FLSA as an hourly non-exempt position and is subject to applicable wage and hours laws outlined by the FLSA for hourly non-exempt positions. General office hours are to be kept Monday through Friday. Exact hours are to be determined with supervisors and will change periodically due to the functions of the position.

This is a full-time position.

Job Types: Full-time, Part-time

Pay: $18.50 - $26.25 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Paid time off
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Holidays
• Monday to Friday
• Weekends as needed

Application Question(s):

• This position requires a pre-employment illegal drug test and a criminal background check. If offered the position, are you willing to complete this process?
• Do you meet the following driving requirements: a clean driving record, at least 3 years of driving experience, current auto insurance, and access to a reliable personal vehicle for work-related travel throughout Jackson and Josephine counties?
• This role includes light maintenance work such as installing smoke detectors, grab bars, or small AC units in homes as part of a grant program. Are you physically able and willing to perform these tasks (with or without reasonable accommodations)?
• This position requires at least two years of proven work experience in one or more of the following areas: executive or administrative support, project coordination or management, or grant writing/administration. Do you meet this minimum requirement?

Ability to Commute:

• Medford, OR 97501 (Required)

Ability to Relocate:

• Medford, OR 97501: Relocate before starting work (Required)

Work Location: In person

Salary : $19 - $26