Administrative Assistant - Program Marketing

Energy Trust of Oregon•Portland, OR

19h•$28 - $39•Hybrid

About The Position

This position performs administrative duties to support Energy Trust’s Program Marketing Team, which is responsible for integrated marketing and communications for the organization’s full portfolio of energy efficiency and renewable energy programs. It supports projects and group activities and contributes to efficient operations. This position receives work requests directly from the team lead, managers and staff. Through administrative tasks, workflows, communication and coordination, the incumbent supports the efficient and smooth day-to-day operations of key functions for a busy team in a mission driven organization, while acquiring practical skills, expanding knowledge of nonprofit marketing, brand, advertising and public relations. This position is expected to report to the Portland office quarterly at a minimum for all staff and other in-person meetings.

Requirements

One to two years of administrative or marketing experience in a professional office environment, or any combination of education and/or professional experience that provides the necessary knowledge, skills, and abilities to perform the duties and responsibilities of the position.
Intermediate skills with Microsoft Office suite (Outlook, Word, Excel, and PowerPoint), and Teams.
Able to apply organizational skills, time management, problem solving and analytical skills to organize work and ensure work is completed on time and with accuracy.
Possess strong communication skills (written, email and verbal); ability to communicate with colleagues and the public.
Able to follow internal processes and procedures, maintain systems and document administrative procedures.
Able to work independently and as part of a team while being collaborative in resolving problems.

Nice To Haves

Coursework in marketing and/or project management preferred, but not required.
Experience with membership or customer relationship tracking databases, intranet platforms such as SharePoint, and Asana preferred.
Spanish language proficiency preferred but not required.

Responsibilities

Schedule and organize virtual, in-person and hybrid appointments and meetings using Microsoft Outlook, Teams, and Zoom.
Traffic creative submissions for internal review and approval, ensuring reviewers stay on deadline.
Process payments including but not limited to, project-specific purchase orders, program sponsorships, events and memberships, and renew memberships.
Maintain program marketing sponsorship, event, partnership and membership tracking tools in collaboration with the Administrative Assistant for Energy Trust’s Communications and Customer Service team.
Set up and maintain digital files and record keeping systems.
Answer and direct email and phone inquiries from internal and external sources.
Update and maintain team policies and procedures and coordinate with other administrative staff in the organization to ensure alignment of business processes and policies.
Take detailed notes at team meetings and support tracking and completion of meeting follow-ups.
Handle administrative tasks, such as filing, generating reports and presentations, and meeting set up.
Perform other job-related duties as assigned.

Benefits

Health/dental/vision insurance
Employer sponsored and paid life/disability
401(k) with a company contribution of 6% of your salary after 90 days of employment
TriMet pass
Access to health and dependent FSA/HSA accounts
Generous paid vacation, holidays and sick days
Paid volunteer hours
Employee assistance program
Career advancement opportunities
Great colleagues and culture
Flexibility to work from home and/or an office space at the Portland, OR location
Work from home laptop provided