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Administrative Assistant to the Executive Director & the Director of Development

Youth, Rights & Justice

Youth, Rights & Justice

Posted: 2/16/2017
Location: Portland Metro
Closing Date: open until filled
Industry: Communications
Type: Part Time


Position: Administrative Assistant to support the Executive Director and Development Director
Position type: non-exempt, .8FTE with potential for 1.0FTE in the future
Hours: Monday through Thursday, 8:30am – 5:00pm (with occasional meetings and events outside of normal office hours)

Duties and Responsibilities:
• Respond to scheduling requests made for the Executive Director.
• Schedule meetings or visits for the Executive Director and Development Director with individual donors, corporate representatives and private foundation staff members.
• Prepare upcoming meeting materials for Executive Director and Development Director.
• Coordinate meetings for the Nominating Committee with board prospects.
• Keep minutes and meeting summaries of board, Development Committee and other meetings, as needed.
• Coordinate, attend and function as point person for board, committee and staff meeting plus Executive Director and Development Director related activities. This may include meeting space selection, hospitality, clean up, and contacting and communicating with subcontractors, stakeholders, etc.
• Initiate and track all invoicing and payments related to board and development activities.
• Prepare receipts, thank-you letters, and other communications for Executive Director’s signature.
• Manage and file correspondence and other paperwork for the Executive Director.
• Assist with data entry in Greater Giving and other databases.
• Process donations and coordinate with contracted bookkeeper.
• Assist with event preparation and follow-up.
• Research, write donation request letters and make follow-up phone calls in support of gala procurement.
• Run reports and maintain records for Greater Giving and other databases.
• Maintain development report and spreadsheet.
• Write copy and edit gala auction brochure.
• Coordinate with printers and other vendors.
• Research grants, make follow-up phone calls and track schedules for grant applications and reports.
• Other duties as assigned.

• High school diploma or equivalent.
• Experience working in a non-profit setting preferred.
• Excellent customer service skills required.
• Ability to use and train others on the use of office equipment.
• Proven computer skills especially with databases. (E.g. MS Word, Excel, Outlook)
• Adeptness in skills relating to administration, organization, analyzing, problem solving and interpersonal.
• Ability to work well under pressure, multitask and be flexible with the changing demands of the workload.
• Ability to maintain confidentiality of sensitive matters and respond effectively to such situations.
• Excellent written and verbal communication skills to both internal and external audiences.

• Personal Effectiveness/credibility
• Communication Proficiency
• Collaboration Skills
• Thoroughness
• Flexibility

Supervisory Responsibility:
This position has no supervisory responsibilities.

Work environment:
The job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands:
This position requires sitting for periods of time and the ability to lift files, open filing cabinets and bend or stand as necessary. At event times, it may require lifting and moving items from one location to another.

No travel is expected for this position.

Application Guidelines/Contact:
To Apply: Please submit a cover letter and resume to Resumes will be reviewed after March 5, 2017.

$13.50 - $16.00 per hour depending upon experience

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