Administrative Assistant

Girl Scouts of Oregon and Southwest Washington•Portland, OR

1d•Hybrid

About The Position

Girl Scouts of Oregon and Southwest Washington is looking for a skilled Administrative Assistant who shares our vision of helping Girl Scouts change the world. As the Administrative Assistant, you'll be responsible for providing administrative, communication, retail, and operational support to the Product Program Department while delivering a high-quality customer experience. You will support the coordination and execution of department communications, project timelines, retail initiatives, events, and program operations. The Administrative Assistant works closely with department leadership and cross-functional teams to support communication delivery, customer support, retail and event logistics, project coordination, and administrative operations. You will be responsible for maintaining organizational workflows, monitoring project timelines, preparing and distributing communications and materials, supporting event activities and coordination, processing program credits, and ensuring timely follow-through across department initiatives.

Requirements

At least four (4) years of total relevant education and experience, including administrative support, communications execution, or event coordination.
Proactive problem-solver with strong critical thinking and sound judgment, including the ability to anticipate issues and handle sensitive information with confidentiality.
Excellent interpersonal and communication skills — written, verbal, and in-person — with the ability to communicate professionally across phone, email, and digital channels; editing proficiency for grammar, clarity, tone, and consistency.
Strong organizational skills with keen attention to detail, ability to manage multiple priorities simultaneously, and consistent follow-through in a fast-paced environment.
Ability to work both independently and collaboratively, coordinating communications, schedules, events, and logistics with accuracy and consistency.
Cultural intelligence and the ability to communicate, build trust, and work effectively with people of many different backgrounds, identities, and communities.
Intermediate proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); ability to learn new systems quickly.
Ability to work a flexible schedule, including evenings, weekends, and occasional overnight travel (up to 25% during peak seasons).
Reliable transportation, including a valid driver's license, good driving record, and personal auto insurance meeting Oregon state minimum requirements; ability to transport department materials and supplies.
Must reside in the Portland Metro Area.
Some job duties may be performed remotely if you meet internet connectivity standards or at the Portland Service Center.
All staff must participate in in-person meetings, events, work assignments, and retreats, the frequency and location of which are determined by business needs.

Nice To Haves

Experience with Jotform and Salesforce preferred.
Bilingual English/Spanish.

Responsibilities

Draft, format, and distribute communications across multiple channels (email, newsletters, web updates, text, printed materials, manuals/guides, and phone messaging) in alignment with organizational brand, voice, and standards.
Translate program and retail information into clear, user-friendly content for customers, volunteers, and stakeholders.
Build and maintain communication tools, forms, and templates, ensuring accuracy and effective data collection.
Coordinate with internal stakeholders to gather, verify, and finalize communication content and materials.
Monitor shared communication channels, including inboxes and CRM systems, and respond to or route inquiries appropriately.
Serve as primary coordinator for Product Program and Retail department calendars, tracking communications, events, projects, and operational deadlines.
Maintain project trackers, reports, and departmental documentation; proactively monitor timelines and deliverables and communicate potential delays, risks, or conflicts to leadership.
Monitor workflows and follow up on outstanding tasks and deadlines to support department continuity and project completion.
Support meeting coordination, including scheduling, preparation of materials, and follow-up communication.
Provide high-quality customer service to internal and external stakeholders via phone, email, and digital systems, including answering, troubleshooting, and prioritizing inquiries.
Maintain CRM systems by documenting interactions and ensuring accurate tracking and follow-up.
Process and support the Program Credit process, maintaining records and coordinating with the Product Program Data Specialist and Product Program Manager.
Prepare correspondence, documents, reports, and presentations as needed.
Coordinate administrative activities such as compiling information, handling mailings, arranging meetings, and maintaining department resources.
Organize and maintain shared department files, templates, and reference documents.
Assist with coordination and preparation for retail events, product program activities, traveling retail stores, trainings, and other department events.
Support scheduling, setup, breakdown, documentation, and communications related to retail and product event operations.
Pack, organize, track, transport, and distribute materials and supplies for programs, retail operations, and events; maintain storage areas and supply inventories.