Sr. Administrative Assistant - Contractor

Energy Trust of Oregon•Portland, OR

13h•$30 - $37•Hybrid

About The Position

The Senior Administrative Assistant provides high-level administrative and operational coordination in support of the Operational Management Team (OMT) and its sub teams and advisory groups. This position plays a central role in ensuring the smooth flow of information, communication, and decision-making across teams. This individual manages complex administrative workflows, facilitates cross-functional coordination, and maintains systems that track organizational capacity, project resources, and OMT commitments. The role requires advanced proficiency in Asana, Outlook, and Teams (or similar systems) to support the management of meetings, tasks, and documentation across multiple workstreams. The ideal candidate is proactive, organized, and skilled at driving follow-up and accountability across diverse stakeholders. They thrive in a dynamic environment, anticipate needs, and ensure that projects, meetings, and initiatives move forward efficiently and accurately. This individual reports to the Project Management Office Manager This position is expected to report to the Portland office quarterly at a minimum for all staff and other in-person meetings. This position would not be required to travel.

Requirements

High school diploma or G.E.D. and five years of administrative or similar experience in problem solving and supporting teams; or any combination of education and experience that provides the necessary knowledge, skills, and abilities to perform the duties and responsibilities of the position.
Experience working in a dynamic, multi-departmental organization with complex workflows and multiple stakeholders.
Advanced proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint, with the ability to manage multiple calendars, create and edit documents, and prepare polished presentations.
Advanced experience using Asana (or similar system) for project coordination, task tracking, and reporting; ability to maintain and improve boards and dashboards that track organizational capacity and project resources.
Familiarity with SharePoint or other intranet platforms for document management and collaboration.
Experience with virtual meeting technologies including Teams, and hybrid conference setups.
Strong ability to plan, prioritize, and coordinate multiple workstreams and competing deadlines.
Ability to collect and synthesize data for reporting and decision-making purposes.
Excellent written, verbal, and interpersonal communication skills; able to interact professionally with staff, directors, and external stakeholders.
Demonstrated ability to work independently while maintaining strong collaboration and follow-through across teams.
Maintain confidentiality and ensure that all sensitive information is handled securely and shared only with authorized individuals. Avoid discussing confidential matters in public or unsecured environments and follow all relevant data protection policies.
Proactive, resourceful, and adaptable — able to anticipate needs, identify opportunities for efficiency, and help move work forward.
Commitment to Energy Trust’s diversity, equity, and inclusion values to create a respectful and supportive workplace.
Able to apply organizational skills, time management, problem solving, and analytical skills to organize work and ensure work is completed on time and with accuracy.

Responsibilities

Coordinate OMT operations: Manage scheduling, logistics, and documentation, including meeting notes, for recurring and ad hoc OMT meetings, sub-teams, and advisory team meetings. Help triage, schedule and prep guests who will be attending meetings. Ensure follow-up actions and decisions are clearly tracked and communicated.
Drive follow-through: Track and monitor progress on OMT priorities, projects, and assignments using Asana and other tools; proactively remind and support team members to complete deliverables on time.
Coordinate with OMT and OMT facilitator to create and follow repeatable processes.
Manage complex systems and tools: Maintain and improve Asana boards, SharePoint sites, Outlook calendars, and Teams channels to ensure data accuracy, clarity of ownership, and visibility across teams.
Support organizational capacity and resource tracking: Coordinate updates to capacity and resource management dashboards; collect and synthesize data from OMT members and project managers.
Prepare and distribute materials: Draft and edit agendas, presentations, reports, meeting summaries, and other documents that communicate decisions and progress.
Facilitate efficient communication: Serve as a central point of contact between OMT members, staff, and stakeholders; anticipate needs and manage information flow to keep work moving.
Manage purchasing and budget tracking: Process purchase requests and monitor expenditures.
Support process documentation and improvement: Create, organize, and maintain digital files, policies, and standard operating procedures in SharePoint or similar systems.
Coordinate in-person and hybrid meetings: Plan logistics, technology setup, and materials for OMT and departmental gatherings, ensuring professional execution.
Collaborate with other administrative staff: Partner across departments to align procedures, share tools, and improve organizational efficiency.
Perform other job-related duties as assigned and ensure all work is completed in a safe and professional manner.