What are the responsibilities and job description for the Executive Administrative Assistant position at OREGON SOCIAL LEARNING CENTER, INC?
The Executive Administrative Assistant role provides executive support for Oregon Social Learning Center (OSLC) and OSLC Developments (ODI) Scientist Council (SciC), Center Leadership Committee (CLC), Management Committee (MC), and Boards of Directors and Board committees virtual and in-person meetings by preparing agendas, recording and taking notes, editing and organizing materials, scheduling meetings and other appointments, conducting elections, coordinating catering, receiving and directing visitors, and coordinating other meeting logistics. This position maintains the Principal Investigators (PI) handbook and the MC database and is responsible for following up on tasks assigned in meetings. This position also manages the accounts for virtual meetings.
This position assists with other general administrative functions such as performing secretarial activities, screening calls, taking messages, maintaining schedules, and performing clerical activities involving work of a confidential nature (letters, memos, emails, reports, mail, and inquiries). This position also provides administrative support for special projects.
Essential Duties and Responsibilities with Reasonable Accommodation
• Coordinate personnel schedules for administrative meetings
• Create agendas and gather materials for meetings in collaboration with meeting chair(s)
• Manage invitations and responses for attendance at meetings
• Document meeting minutes for various committees
• Track approval processes for meeting minutes and policies
• Set up elections and track timeline, quorum, outcomes, and votes
• Maintain database of ongoing projects and formal meeting minutes for SciC, MC, and Boards of Directors
• Coordinate catering for formal meetings
Other Duties and Responsibilities
• Monitor and forward OSLC/ODI website inquiries
• Other tasks as needed or assigned
Behavioral Competencies
• Excellent interpersonal skills and service-oriented attitude.
• Outstanding verbal and written communication skills.
• Uphold confidentiality of sensitive information.
• Confident and effective in interacting with leadership, demonstrating competence in communication and collaboration.
• Effectively present in meetings, maintaining a balance between observation and participation while recording information without being intrusive.
• Exceptional organizational and multitasking skills. Attention to high levels of detail.
• Team-oriented mindset, thriving in collaborative environments that value participatory decision-making and cooperative interactions.
• Performs routine work with general direction and follows detailed instruction on new assignments.
• Generally responsible for managing own workload. Supervisor available as needed.
• Requires a significant level of interpretive judgment, making independent decisions or choosing between existing methods and procedures.
• Flexibility is required in work schedule and time.
• Readiness to expand skills and knowledge base.
