Executive Assistant Job Vacancy in Northwest Oregon Works Oregon – Latest Jobs in Oregon

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Company Name : Northwest Oregon Works
Location : Oregon
Position : Executive Assistant

Job Description : JOB PURPOSEProvide high-level, independent support to Northwest Oregon Works. Work closely with the Executive Director and staff to assure a professional, well-run organization.ESSENTIAL JOB FUNCTIONSProvide a high level of professional administrative support to the Executive Director and other members of the team, as needed.Provide a high level of support for board and consortium meetings:Arrange meeting location with board members,Order food and beverages (when appropriate),Schedule speakers, in coordination with program staff lead,Create agendas,Post public meeting notice and follow public meeting protocol,Send meeting announcements and track rsvp’s to ensure a quorum,Take minutes.Complete board minutes, official board records and execute administrative policies.Staff liaison for board membership, board recruitment, and board recertification.Track and maintain board membership and appropriate documentation in accordance with federal regulations and board bylaws. and board certification/recertification, interfacing with high-level internal and external contacts requiring considerable discretion and initiative.Edit, proofread and contribute to documents, policies, procedures, internal and external communications, formal letters, memos, and emails.Coordinate, and monitor tasks and timeframes for the team as they relate to organizational projects and tasks such as annual monitoring, legislative information, special events, and discretionary grant proposals and/or reports.Assist in the research and provide procurement support.Provide scheduling assistance for the organization and staff.Manage the office by developing efficiencies, ordering supplies, maintaining equipment inventory, scanning and maintaining critical documents for disaster recovery, copies, etc.Establish and maintain a central filing system for the organization that is organized and easily accessible for all staff.Maintain distribution lists and email archives.Develop and distribute newsletters and external communications for the organizationAssist with design and development of PowerPoint presentations, outreach materials, flyers, newsletters, and other graphic media, as needed.Assist in posting content to the website and social media, as needed.Establish and maintain strong relationships with business, government, public partners, and board members.Attend meetings as a representative of NOW.Assist in maintaining a variety of files and records (electronic and paper), including vendor, contractors, and sub-awards.Place orders for office supplies and internal office equipment/software as necessaryMake travel arrangements (i.e. hotel and flight reservations, conference registrations) for staff using an organization credit card.Check the organization’s generic inbox and respond or forward as appropriate.Oversee the Organizations membership renewals.Assist in the administration and maintenance of the Organizations’ online data storage platform.Assist in the scheduling and reminders of grant reporting deadlines.Assist in the coordination and subscriptions of user access rights for various software programs.DEMONSTRATE ABILITIES TO Anticipate needs and take leadership initiative ensuring deadlines are met.Vary communication to fit the cultural context.Organize and synthesize written, verbal information.Gather and present information in clear and concise written and verbal formats.Work independently and as a member of a strong team.Research and learn new platforms, software, and/or tools to support the work of the organization.SKILLS, QUALIFICATIONS & CHARACTERISTICSComfortable and interested in working with the public and developing relationships in person, and via email and phone.Solution-oriented and able to troubleshoot independently.Proficiency in Microsoft Office, including PowerPoint, Excel, Word, and Outlook required.Strong written and verbal communication is a must.Willing to learn and ask questions.Understand and effectively integrate principles of diversity, equity, and inclusion into all aspects of partnership alignment work.WORKING CONDITIONS/PHYSICAL REQUIREMENTSThe work is performed in a home office environment, with occasional travel to attend on-site meetings as needed within the region.Applicants must be Oregon residents.Job Type: Full-timePay: $35,000.00 – $45,000.00 per yearBenefits:401(k)401(k) matchingDental insuranceHealth insurancePaid time offVision insuranceSchedule:8 hour shiftMonday to FridayApplication Question(s):Are you located in Oregon? Yes or NoEducation:High school or equivalent (Preferred)Experience:Microsoft Excel: 1 year (Preferred)Microsoft Powerpoint: 1 year (Preferred)Work Location: Multiple Locations

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