Senior Executive Assistant

Click here to apply for this job

 

JOIN (joinpdx.org) is a non-profit organization that exists to support the efforts of individuals and families experiencing homelessness to transition off the streets and into permanent housing. We are inspired by the vision of a community where everyone has a place to call home.

JOIN has an organizational commitment to equity and inclusion, and to ensure that programs and staff culture are equitable in both access, experience, and outcomes regardless of race, ethnicity, faith, culture, language, disability, gender, gender identity, gender expression, citizenship or immigration status, sexual orientation or family status.  JOIN is committed to pursuing effective strategies and devoting dedicated time and resources at every level of the organization to address disparities based on identity and to apply an equity lens to all decisions, programs, and policies in furthering JOIN’s commitment to becoming an anti-racist organization, including dismantling white supremacy culture.

Position Overview

This position is full-time, exempt and is largely administrative with a focus on supporting the Executive Director.  To be successful in this role, you should be highly organized, have strong interpersonal skills, be proactive, meet deadlines and communicate effectively. Our ideal candidate has previous experience as an Executive Assistant and is familiar with executive management processes and office management technologies.

The compensation package includes:

$53,500 – $68,500 per year 

Employer-paid health benefits (medical, vision & dental) for employee and all dependents)

Employer-paid long and short term disability benefits

Employer-paid life insurance (up to $50,000 with an option for more coverage)

Employee Assistance Program

Flexible medical and dependent care plans

Unmatched 403(b)

11 days paid vacation

168 hours PTO

8 hours/mo paid community involvement opportunity

2 weeks paid parental leave

Paid bereavement leave

Paid trauma leave

8 week paid sabbatical after 7 years of employment

Essential Duties and Responsibilities

Administrative Duties:

  • Support the Executive Director by managing multiple calendars, screening emails and phone calls, tracking deadlines, and facilitating internal communication (e.g. distribute information and schedule presentations)
  • Provide administrative support, such as writing and editing emails, drafting memos, and preparing communications on the ED’s behalf
  • Schedule meetings and secure venues for events and other similar activities, including monthly staff retreat, board meetings, and annual board/staff retreat
  • Prepare organizational agendas, presentations, and correspondences – including MOUs, subcontracts, and funding match letters; take notes at these meetings
  • Making travel and event arrangements
  • Develop efficient office systems and practices

HR Responsibilities:

  • Provide comprehensive support for hiring processes – job description edits, posting, clerical support for hiring committee and HR recruitment personnel, communicate with candidates, arrange interviews, and conduct reference checks
  • Prepare new employee packets and conduct benefits enrollment as assigned by HR staff
  • Maintain comprehensive and accurate records
  • Support employee onboarding by gathering necessary tools, equipment, and information, setting up accordingly.

Accounting Support:

  • Perform minor accounting duties as assigned – pulling financials reports, periodic reconciliations, preparing related financial documents for the Executive Director and the Board of Directors

Facilities/Front Office Management:

  • Welcoming visitors
  • Coordinate building/facilities support
  • Manage accessibility to office
  • Troubleshoot basic office equipment maintenance
  • Maintain office and building supplies

Other Duties:

  • Engage in JOIN’s equity and anti-racist work at the full-staff, program-specific, and individual professional level
  • Apply an equity lens to work with staff, service users, volunteers, donors, and community partners
  • Other duties as assigned, which may include providing support to other senior-level staff on occasion.

REQUIRED Qualities

  • Previous experience as an executive assistant
  • Experience working on issues related to poverty and/or homelessness
  • Experience working effectively with people from diverse backgrounds and cultures including people experiencing homelessness, poverty, trauma, politicians and partner agencies
  • Critical and creative thinking ability, with a proactive approach to problem-solving with strong decision-making skills
  • Ability to multi-task and keep a positive demeanor
  • Must be highly organized, with strong prioritization skills
  • Must be equally comfortable working independently and as a member of a team
  • Ability to organize a daily workload by priorities.
  • Must be able to meet deadlines in a fast-paced, quickly changing environment
  • Excellent computer skills, including experience with office management systems, ERPs, MS Office, Google Suite, social media, and multiple phone systems

Core Competencies needed / the ability to:

  • Knowledge of office procedure best practices
  • Familiarity with online calendars and cloud systems
  • Excellent verbal and written communication skills
  • Proven capacity to work as part of a team in stressful situations; maintain composure and sense of humor in the face of heavy workload and frequent interruptions
  • Ability to troubleshoot common hardware/software issues
  • Ability to quickly gain new skills and knowledge when faced with new challenges, i.e. strong Google-fu
  • Proven work experience as a Senior Executive Assistant, Executive Administrative Assistant, or similar role.  Additional qualifications as Personal Assistant or Secretary are a plus
  • Experience exercising discretion and confidentiality with sensitive information

Click here to apply for this job