Executive Administrator

CAMP ELSO INCORPORATED•Portland, OR

About The Position

The Executive Administrator provides high-level administrative support to senior leadership, ensuring the smooth operation of daily activities and strategic initiatives. This role involves managing schedules, coordinating communications, handling confidential information, and supporting organizational efficiency. The Executive Administrator is a key external facing position and must be able to present, facilitate and share information on behalf of the organization.

Requirements

Strong organizational and time-management abilities.
Excellent verbal and written communication skills.
Proficiency in Microsoft Office Suite, Google Workspace, Zoom, Monday.com and project management tools.
Ability to handle sensitive and confidential information with discretion.
Detail-oriented with the ability to multitask in a fast-paced environment.
Must be able to lift and move 30-40 lbs during event preparation
Must have reliable daily independent transportation

Nice To Haves

Experience in a nonprofit or mission-driven organization is a plus
Bachelor’s degree in business administration, Communications, or a related field (or equivalent experience).
5-7 years of experience in an administrative or executive support role.
Flexible work from home options available.

Responsibilities

Meeting & Event Coordination: Schedule, organize, assist with agenda preparation for board meetings (board of directors and the national advisory board), leadership meetings.
Prepare agendas, take meeting minutes, and follow up on action items.
Coordinate logistics for internal retreat and outreach events up to three annually.
Coordinate with the leadership team to set agendas in advance and facilitate meetings and preparations sessions with guest facilitators for all staff and topic specific meetings.
Lead staff monthly pod meeting including preparing and distributing agenda ahead of time, and scheduling and hosting preplanning meetings with ED.
Office & Operations Management: Serve as the lead by working with the IT department to transition to a secure server in order to maintain records, databases, and document management systems.
Participate in Special Operations tools, systems and change management, and benefits and payroll meeting series.
Project Management Support: Lead cross-functional coordination among staff to ensure alignment and accountability on organizational goals.
Assist Executive Director with special projects, research, and policy implementation, helping prioritize initiatives and move projects from concept to execution.
Track deadlines and ensure timely execution of initiatives.
Support fundraising, donor relations, or grant management as needed.
Manage calendars, appointments, and travel arrangements for senior executives.
Prepare summary documents for meetings, presentations, and correspondence.
Act as a liaison between leadership, staff, and external stakeholders.
Communication & Stakeholder Engagement: Draft and edit internal and external communications.
Handle correspondence, calls, and inquiries on behalf of executives.
Regularly attend and represent the leadership team in community meetings, networking events, partner events and public forums.
Teamwork Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, participating in professional societies, etc.
Support maintenance of ELSO branding, supplies, office space, and administrative systems by understanding and following policies, processes, and procedures for supply organization, file storage and naming conventions, branding guidelines, communications logs, departmental budgets, etc.
Be friendly, accessible, and responsive to the public in all aspects of job duties, including communicating professionally and knowledgeably about ELSO Inc.’s mission, fundraising efforts, and programming.
Commit to following ELSO, Inc.’s approach to problem-solving both internally as well as with partners, contractors, volunteers, program participants, funders, donors, and the general public.
Participate in regular staff and planning meetings, including the annual in-person overnight staff retreat.