Executive Assistant to the CEO (#60845)

Volunteers of America Oregon•Portland, OR

20d•Onsite

About The Position

Volunteers of America Oregon is looking for an experienced, highly organized, and resourceful Executive Assistant to the CEO who thrives on bringing structure, clarity, and momentum to a dynamic executive environment. This is an opportunity to serve as a trusted partner to our CEO while contributing to the effectiveness of an organization dedicated to strengthening individuals, families, and communities. As Executive Assistant to the CEO, you’ll play a central role in keeping the executive office organized, informed, and operating effectively. You’ll work closely with the CEO, Board of Directors, and organizational leaders to coordinate priorities, facilitate communication, organize critical information, and ensure important commitments receive the attention and follow-through they deserve. We’re looking for someone who doesn’t simply manage tasks but anticipates what comes next, recognizes when something needs attention, and takes initiative to move work forward. The selected candidate will have the opportunity to work alongside our current Executive Assistant during the onboarding process, allowing for valuable knowledge transfer, familiarity with established systems and processes, and an understanding of the CEO’s priorities and organizational relationships. This planned transition is designed to provide a strong foundation for success in the role.

Requirements

At least seven years of experience supporting a senior executive in a complex professional environment.
Bachelor’s degree in business administration, communications, public administration, or a related field, or an equivalent combination of education and experience.
Strong experience coordinating projects, managing competing priorities, and preparing professional communications.
Proficiency with Microsoft Office and digital collaboration and document management tools.
Exceptional organizational skills: You can manage multiple priorities, create effective systems, and keep track of details without losing sight of the bigger picture.
Initiative and independent judgment: You anticipate needs, solve problems, and know when to act independently or elevate an issue.
Strong communication skills: You write clearly, communicate professionally, and navigate relationships with tact and diplomacy.
Attention to detail: You recognize that accuracy, consistency, and follow-through matter, especially when handling contracts, confidential information, and executive communications.
Adaptability: You remain effective and composed when priorities shift and deadlines compete.
Trust and discretion: You understand the importance of confidentiality, professionalism, and representing the executive office with integrity.

Nice To Haves

Experience supporting a CEO, Executive Director, or equivalent leader is preferred.
Experience with Board governance, contract administration, or nonprofit organizations is highly valued.

Responsibilities

Develop and maintain systems that organize executive priorities, projects, documents, contracts, and important deadlines.
Create efficient processes for tracking commitments, coordinating follow-up, and ensuring work moves forward.
Anticipate competing priorities, identify potential obstacles, and help keep the CEO focused on what matters most.
Manage the CEO’s calendar, communications, meetings, and travel arrangements with discretion and sound judgment.
Coordinate Board of Directors and committee activities, including meeting preparation, materials, communications, and follow-up.
Prepare executive-level correspondence, presentations, agendas, and briefing materials.
Serve as a professional and trusted point of contact for internal and external stakeholders.
Track executive initiatives, decisions, and action items across departments.
Coordinate with organizational leaders to obtain information, monitor progress, and resolve administrative obstacles.
Recognize emerging needs, identify opportunities to improve processes, and independently take appropriate action.
Organize and coordinate the review of contracts and agreements, ensuring appropriate stakeholders are involved and required information is complete.
Track contract status, approvals, signatures, renewal dates, and other important milestones.
Review documents for completeness, consistency, and items requiring clarification or executive attention.
Prepare contracts and agreements for CEO review and signature, ensuring required reviews, approvals, and supporting documentation are complete.
Maintain organized contract records and support timely completion of the review and approval process.