Executive Assistant

CAPECO Community Action Program of East Central Oregon•Pendleton, OR

9h•Onsite

About The Position

The Executive Assistant provides critical administrative, operational, and strategic support to the Chief Executive Officer and Leadership Team, ensuring smooth organizational functioning and effective stakeholder engagement.

Requirements

Associate degree or equivalent
3+ years administrative experience
Strong organizational and multitasking abilities to manage complex schedules and priorities.
Excellent communication skills, both written and verbal, for interacting with diverse stakeholders.
Proficiency in utilizing workplace technology, software applications and digital tools, , including Microsoft 365 (Outlook, Teams, Word, Excel and SharePoint, etc.) and other business software to support daily operations.
Proactive and self-motivated mindset, capable of anticipating needs and problem-solving independently
Must pass a criminal history background investigation
Possession of or ability to obtain a valid driver’s license and insurable driving record is required.

Nice To Haves

experience supporting leadership preferred
Experience in nonprofit administration, fundraising, or grant management is highly valued

Responsibilities

Provide comprehensive administrative support to executive leadership, including managing calendars, scheduling meetings, coordinating travel arrangements, and prioritizing competing demands.
Prepare meeting agendas, compile supporting materials, record and distribute meeting minutes, and track follow-up action items.
Maintain organized filing systems and ensure timely completion of administrative tasks to support agency operations and strategic objectives.
Respond to inquiries and distribute professional correspondence, reports, and announcements on behalf of executive leadership.
Maintain clear and consistent communication with staff, board members, donors, and community partners, ensuring inquiries and requests are addressed promptly and professionally while upholding the agency's mission and values.
Maintain accurate and confidential records, databases, and electronic filing systems in compliance with agency policies and funding requirements.
Prepare reports, board packets, contracts, and other organizational documents for review and signature.
Ensure documentation is organized, accessible, and audit ready.
Utilize accounting software to assist with agency tasks and the property portfolio.
Assist with day-to-day financial administration by processing invoices, managing recurring expenses and assisting with financial reporting for grant tracking.
Support the agency's fundraising, volunteer recruitment, and community engagement efforts by maintaining stakeholder contact databases, preparing outreach materials, and coordinating communications with prospective donors, grantors, sponsors, and volunteers.
Provide administrative and logistical support for program management, event planning, special projects and strategic initiatives.
Ensure deadlines and deliverables are met.
Manage promotional materials, social media campaigns, and contribute to communications strategies.
Support branding and public relations efforts by ensuring consistent messaging across communication channels and helping tell the agency's story to funders, partners, and the communities we serve.