Executive Assistant to the Executive Director
Do you dream of using your incredible administrative talents to serve a higher purpose? Do you want to have a share in making a meaningful, positive difference in the lives of vulnerable youth in our community? Then we invite you to apply for the position of Executive Assistant to the Executive Director of Friends of the Children!
Friends of the Children’s mission is to provide our most vulnerable children a nurturing and sustained relationship with a professional mentor who teaches positive values and has attainable expectations for each child to become a healthy, productive member of the community. We put children first; build relationships on love; commit to empowerment; pursue goals relentlessly; and demand equity. We are seeking candidates who share our values.
This exciting opportunity allows the successful candidate to provide expert professional support directly to our Executive Director in guiding and building Friends of the Children as we grow and expand. In partnership with the Executive Director, the Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters related to the strategic leadership of Friends of the Children Portland. As a trusted support professional, the Executive Assistant also serves as the liaison to the Board of Directors and senior leadership teams. The Executive Assistant is creative and resourceful while working within an environment that is mission- and results-driven and community oriented. Under the guidance of the Executive Director, the Executive Assistant works independently on projects, from conception to completion, often under pressure, and facilitates a wide variety of activities and confidential matters with discretion and grace.
What does this look like on a day-to-day basis? Your responsibilities include, among other things:
1. Manage the Executive Director’s calendar
2. Compile, draft, edit documents, including written and email correspondence, reports, graphs, PowerPoint presentations and marketing materials.
3. Professionally screen and triage Executive Director’s phone calls.
4. Plan, schedule and organize a variety of meetings.
5. Manage Board of Directors and select committee meetings including scheduling, tracking, preparing agendas and meeting materials, taking and transcribing minutes, overseeing set up, and providing follow up.
6. Maintain all corporate records.
7. Greet and assist visitors to the facility; provide tours and distribute organizational information as requested.
8. Partner with receptionist to ensure 100% front office coverage at the Morris facility M-F 8 a.m. to 5 p.m.
9. May supervise temporary support staff, volunteers, and/or interns.
To be successful, you must bring:
1. A relevant bachelor’s degree and a minimum of five years’ experience supporting executives and boards, preferably in a non-profit organization; or an equivalent combination of education and experience.
2. Outstanding organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail, time management and judgment.
3. Superior interpersonal skills and customer focus with a high standard for quality and service.
4. Demonstrated research skills and resourcefulness.
5. Excellent written and verbal communication skills.
6. Exceptional Microsoft Office and other software skills.
7. Ability to independently solve problems and exercise mature judgment in handling a variety of tasks and requests in a fast-paced environment while maintaining the highest level of confidentiality.
8. Ability to work flexible hours when needed.
Additionally, you must have and maintain a valid driver’s license, and pass a pre-employment drug screening and background check.
Please submit an application and cover letter explaining how and why you are the best candidate for this unique role.