Administrative Assistant II

$26 - $29/Yr

Mac's List - Portland, OR

Part-time - Entry Level

Hybrid - Portland, OR

Administrative and Support Services

About the position

The Administrative Assistant II position at the Gray Family Foundation (GFF) offers a unique opportunity to support the Executive Director and the overall operations of the foundation. This part-time role, based in Portland, OR, allows for remote work up to two days a week, depending on the responsibilities of the position. The GFF is dedicated to engaging Oregonians as stewards of their communities and natural environments, continuing the philanthropic legacy of John and Betty Gray. The foundation is part of the Oregon Community Foundation, which aims to improve the lives of all Oregonians through philanthropy. The role involves a variety of administrative tasks, event support, communication assistance, and grant support, all aimed at facilitating the foundation's mission.

Responsibilities

• Manage administrative tasks for the Executive Director, including calendaring, preparing correspondence, arranging travel plans, and managing expense reports.
• Prepare and distribute meeting documents, compile board and committee books, and attend meetings to record and manage minutes.
• Maintain committee, volunteer, and board records, ensuring appropriate distribution of information.
• Manage travel and expense reimbursement processes.
• Track the contract process for consultants and associated invoicing.
• Serve as the key contact for the Executive Director's daily office requirements.
• Assist with proofreading and editing documents.
• Handle logistics for in-person and online meetings, coordinating meeting logistics.
• Collaborate with staff to arrange logistics for site visits and meetings with grantees and partners.
• Support foundation convenings with planning assistance for logistics, including catering and materials preparation.
• Assist in updates and maintenance of the WordPress website.
• Support the development and distribution of communications via newsletters and social media.
• Work with communications consultants to prepare communication tools and publications.
• Assist the Program team in communication and technical assistance to grantees and nonprofit partners.
• Manage the GFF general foundation email inbox and voicemail.

Requirements

• Five years' executive-level administrative support experience.
• Experience with board relations and communications.
• Experience working in the nonprofit sector is desired.
• Associate degree or equivalent combination of experience and education in lieu of degree.

Nice-to-haves

• Knowledge of administrative and clerical procedures and processes.
• Sound mathematical abilities.
• Proficiency with social media and MS Office products.
• Experience working in an integrated database.

Benefits

• Paid time off.
• Medical, dental, and vision insurance.
• 401k plan.
• Disability and life insurance.
• Employee assistance plan.
• Volunteer leave.
• Professional development opportunities.