Executive Assistant

BRIDGES TO CHANGE INC•Portland, OR

2d•Onsite

About The Position

This full-time Executive Assistant provides high-level administrative support to the organization’s executive team. The Executive Assistant will perform an array of administrative assistance tasks related to executive scheduling, executive workflow coordination, and board support. This role supports the mission of the organization by providing high-quality support services to the executive leadership team, assists in preparing meeting materials, supporting board navigation and communication, and helps foster a cohesive work environment by removing administrative barriers.

Requirements

1-3 years administrative experience, required
Computer literacy; functional ability with Microsoft applications
Valid driver’s license and acceptable driving record in accordance with Bridges to Change’s auto liability policy requirements
State ORCHARDS BCU background check clearance, required
Prior experience with administrative and clerical duties, required

Nice To Haves

Experience with nonprofit boards or volunteers, preferred
Experience providing high-quality communication support to leaders or support positions, preferred
Prior experience in a behavioral health or healthcare setting, nonprofit experience preferred
Excellent communication, trauma informed approach and conflict resolution skills; ability to coordinate with multiple stakeholders and manage competing objectives
Demonstrated success at working effectively in a diverse, collaborative team environment, with skills in promoting inclusion and cultural responsiveness
Experience in collaborating with community partners to identify shortcomings in the organization and in building partnerships to improve outcomes
Ability to maintain high professional standards at all times with client, staff, and community partners
Associates Degree, preferred

Responsibilities

Exercise independent judgment and decision-making in coordinating executive operations, managing complex scheduling priorities, handling sensitive and confidential information, and supporting executive leadership workflows.
Set administrative priorities, anticipate operational needs, ensure timely follow-through on executive and board-related matters, and serve as a primary point of coordination and communication for executive leadership, making independent decisions on routine and escalated administrative matters within the scope of the role.
Assist with preparing for meetings including; sending invites, updating invites, confirming meeting location, supporting with meeting technology, taking meeting notes and follow-up, preparing meeting materials such as PowerPoint presentation, files, copies, and the dissemination of other appropriate materials.
Coordinate travel details, conference scheduling and community event planning.
Support scheduling and schedule monitoring, including acting as the primary contact for scheduling meetings for the CEO and other executive leaders.
Attends meetings as the proxy to CEO, if or when delegated, taking notes and reporting back information.
Support credit card receipt coding and submission for CEO.
Complete special projects for senior leaders, as assigned.
Provide support to executive team by taking meeting notes, filing/organizing strategic planning materials, sending follow-up and meeting reminders, and supporting with day-to-day calendar workflows.
Assess and remediate barriers to executive workflow through proactive administrative support efforts.
Make return phone-calls on behalf of executives, as needed.
Help to organize and draft communication for CEO, including collecting information for monthly reports, mass communication, and board meetings.
Meet with board chair and CEO, as needed, for back-end support collaboration.
Serve as a liaison between executive leadership and the board, as needed.
Manage BTC Board platform, managing access for board members and documentation organization.
Maintain board roster and ensures new board members’ onboarding documentation is completed and filed.

Benefits

11 Paid Holidays
5 Additional Paid Days: 3 Self-Care, 1 Birthday, 1 Personal Holiday
Generous PTO policy and Sabbatical
Employer Paid Medical, Life Insurance, Short Term Disability and Employee Assistance Program
Voluntary Dental, Vision, FSA, Long Term Disability, Critical Illness, Accident Coverage, Hospital Indemnity and Pet Insurance
5% Retirement Match with no waiting period
Annual bonus program
Annual professional development allotment
Mileage reimbursement at federal rate for work related travel
Inclusive workplace culture
Bilingual wage differential