Executive Administrative Assistant Share:

Description

*IMPORTANT: To be considered for this position, please follow the Application Instructions at the end of this job posting*

*COVID-19 considerations:

This position is subject to the Oregon Health Authority (OHA) mandate requiring all employees to provide proof of COVID-19 vaccination or qualification for a medical or religious exemption. Failure to do so will disqualify you from employment.

About Us:

Portland Opportunities Industrialization Center + Rosemary Anderson High School (POIC + RAHS) is a minority-led nonprofit 501(c)(3) organization providing the highest quality services in education, mentoring, family outreach, employment training and placement.

Established in 1968, POIC + RAHS has been a beacon for communities of color for over 50 years. Today, POIC + RAHS provides education and direct services to over 700 students and work trainees annually, 80% of whom are Black or Latinx.

- We believe all people have value.

- We believe all people can grow.

- We believe all people can contribute and build thriving communities.

Visit our website at www.portlandoic.org

Job Summary:

This position is responsible for the administrative support of the day-to-day operations for the Chief Operations Officer (COO) and Chief Family Wellness Officer (CFWO) by performing the following duties:

1. Acts as the key communication contact when the COO or CFWO are unavailable.
2. Provides special project leadership and support as needed. 
3. Tracks COO and CFWO-s tasks and projects to ensure appropriate prioritization of projects with respect to deadlines and organizational developments.
4. Organizes internal and external meetings for COO and CFWO, including logistical and substantive preparation.

Job Duties

-         Keeps the COO and CFWO up to date on organizational activities.

• Maintains accurate and detailed calendars for the COO and CFWO by managing and logging incoming scheduling requests, rescheduling meetings upon request, proactively communicating changes to participants, and responds to scheduling conflicts.
• Tracks and reconciles monthly credit card statements and completes and submits expense reports in a timely manner.

• Prepares and proofreads all internal and external correspondence and various other documents on behalf of company executives.

-         Coordinates executive travel arrangements.

-         Assists with coordinating and planning of special events.

-         Researches information, drafts materials, and assists with preparing and delivering presentations.

-         Prepares agendas and plans, including but not limited to coordinating catering for luncheons, for committee, and other meetings.

-         Prepares minutes, gathers materials, prepares and

-         Maintains strict confidentiality and adheres to high ethical and professional standards.

-         Maintains punctual, regular, and predictable attendance.

-         Works collaboratively in a team environment with a spirit of cooperation.

-         Respectfully takes direction from the COO and the CFWO.

-         Other duties as assigned.

Interpersonal Skills

• Exhibits good listening and comprehension.
• Selects and uses appropriate communication methods.
• Writes clearly and informatively.
• Varies communication style to meet needs.
• Establishes and maintains effective relationships.
• Offers assistance and support to co-workers.
• Works cooperatively in group situations.
• Works actively to resolve conflicts.
• Exhibits objectivity and openness to others' views.
• Contributes to building a positive team spirit.
• Adapts to changes in the work environment.
• Able to deal with frequent change, delays, or unexpected events.
• Maintains objectivity.
• Displays willingness to make decisions.
• Exhibits sound and accurate judgment.
• Includes appropriate people in decision-making process.
• Balances team and individual responsibilities      

Education & Experience

Bachelor's degree (B. A.) from four-year college or university with three to five years- related experience and/or training; or equivalent combination of education and experience in providing administrative support to C-Level executives.

Certificates, Licenses and/or Registrations

This position requires a valid insurable Driver-s License.

What We Offer:

POIC + RAHS offers a diverse, equitable and inclusive work environment where everyone has the opportunity to grow. Our compensation and benefits package represent our commitment to employee health and financial wellness.

- Generous vacation/PTO policy

- Employer paid Medical, Dental and Vision benefits

- Employer paid Life and Long Term Disability insurance

- Flexible Spending Account (FSA) option

- 403(b) Retirement Plan option

- Twelve paid Holidays per year

- Professional growth and advancement opportunities

Application Instructions:

To be considered for this opportunity, please submit:

1.       Personal Statement that includes:

a.       Why you are interested in working for POIC + RAHS

b.       How your skills and experience relate to this position

c.       What you can contribute to our organization and the youth we serve

2.       Resume

Please send your Personal Statement and Resume to jobs@portlandoic.org with the job title in the subject line. Applicants who do not submit a Personal Statement that includes the requested information may be disqualified from consideration for the position.

POIC + RAHS is an equal opportunity employer and will not discriminate against any employee or applicant on the basis of age, color, disability, gender, national origin, race, religion, sexual orientation, veteran status, or any classification protected by federal, state, or local law.