Administrative Coordinator

URBAN LEAGUE OF PORTLAND • Portland, OR

7d • $31 - $35 • Hybrid

About The Position

The Administrative Coordinator to the Chief of Staff plays a critical role in ensuring smooth executive operations, organizational coordination, and high‑quality event execution across the Urban League of Portland. This is a high‑responsibility position requiring judgment, confidence, proactive leadership, and the ability to navigate dynamic, fast‑paced environments with discretion and professionalism. The ideal candidate brings maturity, strong communication skills, emotional intelligence, and the ability to manage complex workflows without handholding. They will also support organization‑wide logistics, internal coordination, and planning signature events.

Requirements

• 4+ years administrative or executive support experience; nonprofit or mission‑driven settings- preferred.
• Experience coordinating events or supporting organizational‑wide logistics.
• Proficiency in Microsoft Office, SharePoint Workspace, and project management tools (e.g., Monday.com).
• Strong written and verbal communication skills.
• Ability to manage competing priorities with discretion, calmness, and clarity.
• Confidence & Executive Presence- ability to communicate directly and professionally with senior leaders.
• Flexibility & Resilience- thrives in shifting priorities and fast‑turnaround environments.
• Strong Judgment & Discretion- able to manage confidential information with integrity.
• Organizational Excellence- exceptional attention to detail, systems thinking, and follow‑through.
• Relationship Building- comfortable building collaborative partnerships across departments and with external partners.
• Community‑Centered Mindset- alignment with mission, equity values, and community impact.
• Commitment to; and knowledge of social justice issues and the dynamics of social change, the history, and mission of the Urban League of Portland, and expertise in the present scope of Urban League service and advocacy programs.
• Demonstrated computer skills and proficiency in Microsoft Office Suites with an emphasis on Microsoft Word, Excel, and Outlook programs.
• Strong written and oral communication skills; ability to communicate effectively and project a professional image when giving and taking information in writing, in person, and over the phone.

Responsibilities

• Executive & Strategic Support Provide high‑level administrative, operational, and logistical support to the Chief of Staff.
• Manage complex calendars, meeting logistics, and multistakeholder scheduling across leadership, board members, and community partners.
• Prepare briefing materials, agendas, meeting packets, talking points, and follow‑up documentation.
• Track deadlines, decisions, and action items to ensure follow‑through across leadership meetings.
• Communication & Cross‑Department Coordination Draft, edit, and distribute internal communications on behalf of the Chief of Staff and Office of the President.
• Serve as a liaison between the Chief of Staff, Office of the President, departments, and external partners.
• Support organizational alignment by ensuring consistent information flow and timely communication across teams.
• Maintain and organize digital files, templates, shared resources, and institutional documentation.
• Event Planning & Logistics Support a portfolio of internal and external events including (but not limited to): Leadership University Professional development sessions Ribbon cuttings and organizational celebrations Board events, internal briefings, community engagements.
• Key Development events such as Equal Opportunity Day & Giving Society Reception Event logistics: scheduling, materials, run‑of‑show documents, vendor coordination, volunteer coordination, venue prep, and follow‑up.
• Maintaining organization‑wide event calendars and contributing to quarterly events memos.
• Supporting after‑action debriefs and improvement planning.
• Light Marketing & Communications Support In partnership with Development & Communications teams: Assist with intake, coordination, and scheduling of social media and website requests (as backup or workflow support).
• Support content gathering for events, campaigns, and donor‑facing materials (letters, acknowledgements, impact stories).
• Help maintain message alignment, visual standards, and timely communications surrounding events.
• Project & Resource Management Support special projects and strategic initiatives led by the Chief of Staff, including high‑priority cross‑departmental plans.
• Maintain project tracking systems, documents, and templates that ensure continuity and smooth internal operations.
• Contribute to capacity‑building projects and internal improvement efforts.

Benefits

• Employee-paid health, vision, and dental insurance for the employee at 100% plus 100% coverage for families with HMO plans. PPO plans start at $29.89 per individual plan.
• 21 days of PTO in your first year
• 12 paid holidays
• Disability insurance
• Employee assistance program
• Life Insurance
• The ability to plan and volunteer in engaging community events.
• The ability to serve your community through a culturally specific lens.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed