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Executive Assistant

Company: Urban League of Portland
Location: Clackamas
Posted on: June 10, 2024

Job Description:

Title: Executive AssistantLocation: Portland, OR, USACompensation: $75,000Full Time / Part Time: Full TimeJOB DESCRIPTION JOB TITLE: EXECUTIVE ASSISTANT GROUP: Administration SUPERVISOR: President and Chief Executive Officer ACCOUNTABLE TO: President and Chief Executive Officer SALARY: $75,000 SCOPE OF WORK: The Executive Assistant provides professional support to the President and CEO of the Urban League of Portland. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. Clients, donors, volunteers, partners and the general public rely on the Executive Assistant for complete and helpful information, clear and professional communication, and a welcoming agency environment. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within an environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.ESSENTIAL DUTIES AND RESPONSIBILITIES Executive Support

  • Proactively manages the President & CEO's calendar including scheduling appointments, anticipating and managing work flow and, at times, independently making decisions concerning the priority of time commitments.
  • Manages all correspondence, via paper or email, for the President & CEO.
  • Anticipate the President & CEO's needs and gather the appropriate people and resources to support them in addressing issues.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Works closely and effectively with the CEO to keep her informed of upcoming commitments and responsibilities.
  • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
  • Continuously seek new ways to automate, streamline or eliminate tasks within the President & CEO's day.
  • Develop an understanding of the formal structure, role and purpose of the organization, its relationship with key partners and interface appropriately.
  • Organize, prepare and/or provide the necessary materials and documentation for meetings, including Board of Directors meetings. Work cross-functionally to determine appropriate content.
  • Prepare meeting agendas in advance; assists with all meeting preparation activities including research/background information and the creation, content development and/or proofreading of presentations for meetings.
  • Accompany the President & CEO to various meetings, as needed. Administrative Support
    • Assume responsibility for various clerical and administrative tasks including screening of phone calls, copying, filing and making travel arrangements.
    • Supervise the daily activities of support staff and volunteers.
    • Answer multi-line phone, provide quality information to callers including referrals to other agencies as appropriate, and route calls to the appropriate staff member.
    • Greet visitors to the CEO's office, provide hospitality, information and resources.
    • Additional duties as assigned by the President & CEO. KNOWLEDGE, SKILLS AND ABILITIES
      • Intuitive, independent problem solver with the judgment to personally handle a variety of tasks and requests in a fast-paced environment.
      • Outstanding organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail , time management and judgment; ability to order and manage multiple priorities in complex and dynamic circumstances.
      • Strong interpersonal skills; superior customer focus with a high standard for quality and service.
      • Demonstrated experience in the preparation of presentations. Strong research skills required.
      • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response.
      • Demonstrated ability to achieve goals and meet deadlines in a fast-paced environment.
      • Excellent written and verbal communication skills.
      • Strong writing and editing skills with an ability to convey information through a variety of channels.
      • Ability to communicate effectively with all levels of employees, as well as external constituents and stakeholders.
      • Ability to occasionally provide after hours and flexible support.
      • Strong commitment to the mission and values of the Urban League and to working with individuals and families from diverse racial/cultural backgrounds. EDUCATION AND EXPERIENCE
        • Minimum five years of executive administrative support, or Bachelor's degree.
        • Preferred: Three to seven years of experience supporting C-Level Executives, preferably in a non-profit organization.
        • Experience and interest in internal and external communications and partnership development.
        • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), and Adobe Acrobat. BENEFITS: Within your first year of employment the Urban League of Portland is excited to offer the following benefits after 90 days of successful employment:
          • 100% employer paid medical, dental and vision for qualifying employees and their additional dependents.
          • 21 days of PTO in your first year
          • 12 paid holidays
          • Disability insurance
          • Employee assistance program
          • Life insurance
          • The ability to plan and volunteer in engaging community events.
          • The ability to serve your community through a culturally specific lens. About the Urban League of Portland: Established in 1945, the Urban League of Portland is one of the oldest African American service, civil rights and advocacy organizations in the region. We are part of a network of over 90 National Urban League Affiliates across the country and are recognized as one of the leading voices for African Americans and others in Oregon and Southwest. We are a key coalition-builder amongst other organizations, and work extensively with both traditional and emerging groups, the faith-based community, businesses, and other organizations, including those serving immigrants and refugees. The Urban League of Portland's mission is to empower African Americans and others to achieve equality in education, employment, health, economic security and quality of life. Our programs include a distinctive blend of direct services, organizing, outreach, and advocacy. We offer workforce services, community health services, summer youth programming, senior services, meaningful civic engagement opportunities, and powerful advocacy.Equal Opportunity Statement: The Urban League of Portland is an affirmative action and equal opportunity employer. All qualified employees and applicants will receive consideration for employment without regard to race, color, national origin, religion, creed, age, sex, sexual orientation, marital status, mental or physical disability, or status as a Vietnam-era or special disabled veteran in accordance with applicable federal and state laws.

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Keywords: Urban League of Portland, Portland , Executive Assistant, Other , Clackamas, Oregon

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