Executive Assistant

Travel Lane County•Eugene, OR

6d•Hybrid

About The Position

Travel Lane County promotes the Eugene, Cascades & Coast region to support a vibrant year-round and countywide economy that enriches our communities. Our team is collaborative, innovative and driven by a shared commitment to serving the place we call home. We're looking for an Executive Assistant to support our President & CEO. You'll manage the details behind board and committee work, correspondence, scheduling and travel, so the CEO can spend her time on the strategic and stakeholder work that only she can do. Much of what this role produces, from board packets to letters of support, goes to public officials and community partners. That means the person in this role needs to write clearly, keep things organized and handle sensitive information carefully, all while staying calm when a board meeting needs an extra chair, a missing copy or a fast answer. This position provides high-level administrative and board support to the President & CEO, managing the details that keep board and committee operations, correspondence and scheduling running smoothly. The Executive Assistant protects the President & CEO's time for strategic, board and stakeholder-facing work by owning the process details behind the scenes, while also supporting HR process execution and other organization-wide administrative functions.

Requirements

3+ years of experience in executive-level administrative support, ideally supporting a President & CEO, executive or board.
Demonstrated discretion and highest standards of confidentiality in handling board, personnel and other sensitive information.
Strong written communication skills, with the ability to draft correspondence intended for public officials, and an understanding that such correspondence is treated as a public record.
Proficiency with Office 365 and SharePoint; experience with Granicus or similar CRM tools a plus.
Demonstrated technical aptitude to quickly learn new data and reporting platforms, with the capacity to independently run and interpret reports.
Comfortable exercising independent judgment on routine scheduling matters, with that judgment developing over the first several months in the role.
Highly organized and detail-oriented, with the ability to manage multiple concurrent workflows and deadlines.
Ability to work occasional evenings and weekends for conferences, organizational functions and events.

Nice To Haves

Experience supporting a nonprofit board or a government-adjacent organization.
Experience in the administrative execution of the HR process.
Familiarity with transient lodging tax funded or municipally accountable organizations.

Responsibilities

Manage the President & CEO's calendar: surface conflicts, reschedule routine meetings and route or accept meeting requests.
Prepare materials and background information for external meetings.
Capture and document next-step summaries from meetings, and handle or assign each item.
Manage staff-wide calendar scheduling, e.g. staff meetings, holidays and organization-wide events.
Track and flag birthdays, work anniversaries and other milestones needing recognition.
Draft correspondence, including general email, formal letters and letters of support, based on direction from the President & CEO.
Maintain a running log of letters of support for Issues Committee review.
Develop correspondence templates over time from prior examples.
Draft presentation decks based on approved templates and provided notes or direction, as a working draft for further refinement.
Manage Outlook calendar invitations, RSVPs and attendance tracking for Board, Executive Committee, Issues Committee and Charitable Fund Committee meetings.
Build board packets: collect individual staff reports, assemble and review content, and distribute and file per established process.
Maintain the annual board meeting calendar, e.g. recurring agenda items tied to specific months such as the annual plan and budget adoption.
Arrange board meeting logistics, e.g. location, meal logistics, room setup, meeting materials and meeting minutes.
Provide on-site support for committee meetings, e.g. meeting materials and minutes
Maintain board member records (CRM contacts/tags, board webpage, meeting attendance) and build onboarding packets for new board members.
Build the monthly lodging and other reports by pulling data from various sources and platforms accurately into the approved format; run reports on demand.
Maintain personnel files and track employee acknowledgements of company policies and updates.
Handle the administrative tasks of employee recruitment and onboarding.
Handle the administrative tasks of benefit management, e.g. paperwork, enrollment tracking and recordkeeping.
Handle the administrative tasks of the performance review cycle, e.g. setting up review cycles in BambooHR, prompting staff to complete forms and tracking completion.
Provide general administrative support to the President & CEO as needed, e.g. travel logistics, coding receipts.
Support visitor center operations as needed by greeting visitors, answering questions and providing destination information.
Additional duties as assigned.