What are the responsibilities and job description for the Executive Administrative Assistant position at OSLC Developments, 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.
- 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
- Monitor and forward OSLC/ODI website inquiries
- Other tasks as needed or assigned
- 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.
Qualifications and Experience
- BA/BS degree with coursework appropriate to the position and at least 4 years related experience or equivalent combination of training and experience appropriate to the position.
- Exceptional computer skills in word processing, spreadsheets, databases, and researching abilities on the Internet to accurately and effectively record and manage meeting minutes.
- Must visually identify files and documentation.
- Must be an active listener and document meeting minutes.
- May need to sit for periods of time.
- Must type or otherwise input data into a personal computer.
- Must effectively interpret spoken or written communication.
- May need to lift and carry materials on occasion between 10-30.
- May need to bend and twist on occasion.
- May need to kneel to fill copier paper tray, or access files.
- Personal computer
- Printer and fax machine
- Shredder
- Virtual meeting platforms
- NA
- Employee must multi-task a number of projects that will be ongoing and must be comfortable taking directions from a variety of administrative and leadership staff as well as communicating with members of the Boards of Directors and Board committees.
- After completion of training period, the employee will be expected to be efficient in time management and show initiative in exploring alternate means for administrative purposes. These standards will be discussed during the training period.
- NA
- Office environment
Application Requirements
This job description covers some, but not necessarily all, tasks, requirements, working conditions, and physical demands of the position described. It is difficult, if not impossible, to anticipate and describe every aspect of a particular job over the duration of that job. Oregon Social Learning Center and OSLC Developments reserve the right to revise this job description or assign additional or different duties and responsibilities to the person performing this job as it deems necessary to ensure efficient operation of the center.
If you think you are ideal for this position, we encourage you to apply by completing the electronic on-line job application at https://www.oslc.org/careers.
Please submit a resume and cover letter with your application for consideration. Applications will be reviewed on a rolling basis and this position will remain open until filled.
Department/Grant: OSLC & ODI Admin
Supervisor(s): Katherine Pears
Posting Date: 1/23/25
Closing Date: Open until filled
Starting Date: ASAP
Job Level: Level 7
Hours: Hourly with Benefits, 20 hours per week
Position Status: Non-Exempt
Schedule may include:
Weekdays
Occasional hours outside regular schedule
OSLC/ODI will verify/require the following:
Confidentiality Agreement Required
Education Verification
Criminal History
Employment Verification
