Executive Assistant

RACC • Portland, OR

1d

About The Position

The Executive Assistant is a highly organized and proactive team member who supports the organization’s daily administrative and operational functions. This role combines traditional executive administrative support responsibilities with operational coordination and systems management to help ensure the organization runs smoothly and efficiently. The ideal candidate is detail-oriented, resourceful, and service-minded, with strong communication and organizational skills. This position requires someone who can manage multiple priorities, anticipate needs, improve processes, and provide dependable support across teams.

Requirements

• 4+ years of administrative, operations, office management, or coordination experience
• Strong organizational and time management skills
• Experience coordinating meetings, events, or organizational operations
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and follow through independently
• Strong attention to detail and problem-solving skills
• Proficiency with Microsoft Office, Google Workspace, and virtual meeting tools
• Ability to handle confidential information professionally

Nice To Haves

• Nonprofit experience
• Experience with project management or workflow tools (i.e. Asana)
• Familiarity with financial or HR administrative processes

Responsibilities

• Provide general administrative support to leadership and staff
• Serve as primary administrative support to the Executive Director
• Manage the Executive Director’s calendar, scheduling, and meeting coordination
• Coordinate Executive Director travel arrangements, itineraries, and expense documentation
• Support preparation for leadership meetings, presentations, and external engagements
• Draft, format, and proofread correspondence, reports, agendas, and other materials for the Executive Director
• Manage confidential and sensitive information with professionalism and discretion
• Coordinate board and committee meeting logistics, scheduling, and materials in partnership with leadership
• Track key deadlines, follow-up items, and organizational priorities for the Executive Director
• Support communication and coordination between the Executive Director and staff, board members, partners, and external stakeholders
• Provide administrative support to program team, as needed
• Prepare and maintain organizational documents, files, and records
• Monitor shared email inboxes and respond to inquiries as appropriate
• Assist with internal communications and organizational coordination efforts
• Support day-to-day office operations and organizational workflows
• Coordinate vendor communications, office supplies, and facility needs
• Help maintain operational systems, templates, and procedures
• Track organizational deadlines, renewals, and recurring administrative tasks
• Assist with onboarding logistics for new employees and contractors
• Coordinate technology setup and office equipment needs with vendors or IT support
• Support internal process improvement and cross-team coordination efforts
• Assist with invoice collection, payment tracking, and expense documentation
• Support vendor setup and administrative recordkeeping
• Help organize payroll and benefits documentation as needed
• Support recruiting process through administrative processes management and onboarding/offboarding coordination
• Maintain accurate administrative and operational records
• Assist with data entry and reporting tasks across departments
• Serve as a helpful point of contact for staff, vendors, and external partners
• Support organizational events, trainings, and staff meetings
• Help maintain a positive, organized, and collaborative work environment
• Contribute to continuous improvement of organizational systems and processes

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed