Administrative Associate

The Ford Family Foundation•Roseburg, OR

5d•Hybrid

About The Position

The Administrative Associate is a vital member of the Foundation’s administrative team, providing advanced clerical, organizational, and operational support to ensure the smooth function of daily activities and strategic initiatives. This role supports senior program staff and department leadership, contributing to both routine operations and special projects. The Administrative Associate is responsible for coordinating complex scheduling and overseeing logistical arrangements for meetings and events. This position requires frequent interaction with the public, partners, grantees, and internal staff, demanding a high level of professionalism, discretion, and proactive problem-solving. The Administrative Associate may also participate in cross-functional initiatives and organization-wide efforts, occasionally requiring travel and work outside regular business hours. This is a non-exempt position, and the hourly wage is $25.50 per hour. Our excellent benefit package includes paid time off and holidays, health and dental insurance, health savings account, generous retirement plan, matching gifts program, access to an employee assistance program, professional development opportunities, rejuvenation leave and more. Performance and compensation are reviewed at least annually. This position is hybrid with a minimum of three days a week in the office. Residency within 40 miles of Roseburg is required. Deadline to submit applications, along with a thoughtful and engaging letter of interest, is Friday, March 6, 2026, 4:00 pm. The letter of interest should include: Insight into why you believe you would be a strong fit for the role. Insight into what draws you to work at the Foundation. Please note that the application deadline is subject to change. The position may close sooner than the deadline listed based on the number of applicants. Applicants must be currently authorized to work in the United States on a full-time basis. We are unable to sponsor or take over sponsorship of an employment visa at this time.

Requirements

Minimum of 3-5 years of experience providing administrative or clerical support in a professional setting.
Exceptional interpersonal and communication skills, maintaining a professional demeanor in all forms of communication, including in person, by phone, and via email; proficient in both written and verbal communication.
Strong organizational skills.
Attention to detail, with the ability to manage competing priorities and meet deadlines.
Demonstrated ability in creative problem-solving and critical thinking.
Advanced proficiency with Microsoft 365 applications, particularly Excel, PowerPoint, and SharePoint. Experience with Zoom and other digital platforms.
Proven discretion and sound judgment when handling sensitive or confidential information.
Ability to work independently and collaboratively within a team environment.
Comfort in supporting and engaging with diverse individuals and groups.
High school diploma or equivalent, with related work experience.

Responsibilities

Coordinate logistics for on- and off-site meetings and events, including venue and catering arrangements, registration, communications, and technology setup.
Prepare materials for meetings and convenings.
Manage and reconcile monthly expense reports for team members.
Provide highly complex scheduling support, coordinating appointments and meetings across multiple Outlook calendars with internal staff and external stakeholders.
Process contracts, manage contract details with program staff, and route payments as needed.
Support staff and guest travel planning, including lodging, communications, and itinerary preparation. Assists Foundation guests and consultants with travel arrangements as needed.
Serve as the primary point of contact for incoming team calls and inquiries, exercising independent judgement and professionalism in responding and directing communications appropriately.
Oversee meeting setup and provide note-taking support for team discussions and decision-making processes.
Provide grant-related administrative support, including scheduling site visits, following up on reports, and assisting with grant system updates.
Participate in support staff meetings and contribute to organization-wide projects, including rotating front desk coverage.
Provide logistical support for board meetings, including scheduling, material preparation, and coordination of meeting spaces.
Perform other duties as assigned.