Board Services & Executive Assistant to the General Counsel

Energy Trust of Oregon•Portland, OR

4d•Hybrid

About The Position

This position directly supports the Energy Trust Board of Directors (including the Board officers and Committee Chairs), the General Counsel, and the Executive Director, performing high-discretion paraprofessional and administrative duties requiring a high degree of accuracy, confidentiality, and independent judgment. The position serves as the primary coordination and logistics resource for Board and committee activities, and ensures materials and information are delivered to support effective Board governance and participation. The position prepares for and attends Board meetings, provides a variety of organizational support connected with the Board as needed, and produces and compiles information from various sources across the organization that will be made public, including Board meeting packets and related documents. This position requires a thorough knowledge of Energy Trust’s operations, legal and regulatory requirements, and Board policies, precedents, commitments, and guidelines, as well as the ability to apply that knowledge with sound judgment and reasoning. In addition, this position serves as Executive Assistant to the General Counsel, providing time management, scheduling, meeting preparation, materials and communications management, legal project management, and executive coordination assistance in alignment with the General Counsel’s responsibilities. This position also contributes to special projects and teamwork throughout the organization and provides a variety of organizational support as needed. This position reports to the General Counsel and coordinates flexibly with the Executive Director’s executive assistant to support the Executive Director’s work with the Board as well. This position is expected to report to the Portland office quarterly for all staff, monthly for team meetings, and for other in-person meetings as determined by the General Counsel. This position would be required to travel as needed in support of regional board meetings, community events, and other circumstances.

Requirements

Minimum of 5 years of experience providing executive-level administrative support, including direct support to a General Counsel or legal executive.
Familiarity with legal and governance environments, including basic understanding of legal terminology, confidentiality standards, risk awareness, and compliance considerations.
Demonstrated experience supporting a Board of Directors, including management of board-related processes, Board meeting logistics, Board materials, and communications.
Familiarity with Board governance practices, protocols, and etiquette; experience providing corporate secretary support is a plus.
Experience using Board management and communication tools, such as BoardEffect or Diligent.
Experience planning and coordinating regional events/meetings outside the Portland metropolitan area, including logistics, travel and related arrangements.
Strong background in calendar management, meeting coordination, executive communications, and correspondence management.
Proven ability to manage multiple priorities, meet deadlines, and perform with a high level of accuracy and professionalism.
Proficiency with Microsoft Office and collaboration tools, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
Experience with project management tools (e.g., Asana) preferred.
Experience using generative AI tools (e.g., Microsoft Copilot) to improve efficiency, organization, and productivity.
Excellent written and verbal communication skills, including strong proofreading and editing capabilities.
Demonstrated ability to handle sensitive and confidential information with discretion and sound judgment.
Ability to exercise initiative and excellent independent judgment.

Nice To Haves

Experience providing corporate secretary support is a plus.
Experience with project management tools (e.g., Asana) preferred.

Responsibilities

Plan, coordinate, and administer all aspects of Board and committee meetings, special session, workshops, and activities, including meetings held outside the Portland metropolitan area such as regional board meetings.
Prepare, track, and distribute Board and committee agendas, board packets, committee meeting packets, and any other supporting materials. This includes organizing, proofreading, and compiling materials prepared by staff and other parties, as well as preparing Board packet material for printing, Board distribution, public distribution, and for posting on the web.
Send public notices of Board meetings and executive sessions to interested parties in accordance with by-law requirements.
Ensure all Board and committee meetings and events are properly set up, have effective audio/video technology for public and hybrid meetings, all meeting materials are available, and all presentation files are loaded onto the appropriate computer(s) in advance of the meeting.
Coordinate all aspects of Board meeting logistics, audio/video technology setup, and presentation readiness.
Coordinate all aspects of Board meeting logistics, audio/video technology setup, and presentation readiness.
Ensure all Board and committee meetings and events are properly set up, have effective audio/video technology for public and hybrid meetings, all meeting materials are available, and all presentation files are loaded onto the appropriate computer(s) in advance of the meeting including contract negotiation, coordination of external resources, and overseeing staff and contractor logistical support for Board and committee meetings.
Coordinate and manage Board member travel arrangements, accommodation, logistics, and eligible expense reimbursement.
Work with the General Counsel, Legal/Contracts Group, and other staff to ensure timely, accurate, and complete preparation of draft and final Board, committee, and advisory council meeting minutes for approval, permanent record retention, and posting on the web.
Maintain official board records, governance documents, Board contact information and committee assignments, and compliance-related filings. This includes ensuring copies of current and updated bylaws and Board disclosures of conflict of interest/economic interest forms are completed and provided to the Oregon Public Utility Commission.
Coordinate with the General Counsel regarding tracking and publishing updated Board policies on the website.
Maintain Board of Directors SharePoint site, including Board handbook updates.
Oversee expense tracking, reimbursements, and budget-related administrative tasks.
Serve as initial organization point of contact for Board members for logistical and board meeting inquiries and provide timely and accurate responses to all Board member inquiries and correspondence.
Communicate with board members in a clear, professional, and timely manner.
Perform other job-related duties as assigned.
Provide administrative support to the General Counsel, including complex calendar management, meeting coordination, and preparation of executive-level materials.
Compose communications proactively or in response to inquiries directed at the General Counsel.
Sort correspondence, mail, and matters by order of importance and priority for immediate action by the General Counsel.
Anticipate and organize information for the executives pertaining to upcoming meetings, appointments, and correspondence.
Support administrative tasks for Legal/Contract team as requested.
Solicit topics and prepare an agenda for the monthly team meetings.
Ensure attendees and presenters are notified when they need to join the meetings and that all presentations and materials are sent out with sufficient notification to the team.
Assist with legal project management, tracking priorities, deadlines, and deliverables using tools such as Asana or similar platforms.
Draft, proofread, and manage confidential legal, governance, and executive communications including the management of Board and Committee Calendars.
Prepare operational processes, procedures and policies as needed; utilize generative AI tools (e.g., Microsoft Copilot) to streamline workflows, summarize materials, and enhance productivity while ensuring responsible and accurate use.
Proficient in Microsoft Office software, meeting collaboration software (e.g. Teams/Zoom, etc.), SharePoint, Adobe, DocuSign, and willing to learn new skills and applications.
Develop and improve administrative processes, systems, and documentation practices, including document and workflow management.
Demonstrate exceptional multitasking ability, attention to detail, and organizational skills across all responsibilities.
Build and cultivate strong and collaborative working relationships with team members across the organization.
Exercise good judgment in all matters, even in ambiguous situations.
Perform other job-related duties as assigned.
Perform all functions of the job in a safe manner.

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