Administrative Assistant Jobs

About The Position

Requirements

• At least four (4) years of total relevant education and experience, including administrative support, communications execution, or event coordination.
• Proactive problem-solver with strong critical thinking and sound judgment, including the ability to anticipate issues and handle sensitive information with confidentiality.
• Excellent interpersonal and communication skills — written, verbal, and in-person — with the ability to communicate professionally across phone, email, and digital channels; editing proficiency for grammar, clarity, tone, and consistency.
• Strong organizational skills with keen attention to detail, ability to manage multiple priorities simultaneously, and consistent follow-through in a fast-paced environment.
• Ability to work both independently and collaboratively, coordinating communications, schedules, events, and logistics with accuracy and consistency.
• Cultural intelligence and the ability to communicate, build trust, and work effectively with people of many different backgrounds, identities, and communities.
• Intermediate proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); ability to learn new systems quickly.
• Ability to work a flexible schedule, including evenings, weekends, and occasional overnight travel (up to 25% during peak seasons).
• Reliable transportation, including a valid driver's license, good driving record, and personal auto insurance meeting Oregon state minimum requirements; ability to transport department materials and supplies.
• Must reside in the Portland Metro Area.
• Some job duties may be performed remotely if you meet internet connectivity standards or at the Portland Service Center.
• All staff must participate in in-person meetings, events, work assignments, and retreats, the frequency and location of which are determined by business needs.

Nice To Haves

• Experience with Jotform and Salesforce.
• Bilingual English/Spanish.

Responsibilities

• Draft, format, and distribute communications across multiple channels (email, newsletters, web updates, text, printed materials, manuals/guides, and phone messaging) in alignment with organizational brand, voice, and standards.
• Translate program and retail information into clear, user-friendly content for customers, volunteers, and stakeholders.
• Build and maintain communication tools, forms, and templates, ensuring accuracy and effective data collection.
• Coordinate with internal stakeholders to gather, verify, and finalize communication content and materials.
• Monitor shared communication channels, including inboxes and CRM systems, and respond to or route inquiries appropriately.
• Serve as primary coordinator for Product Program and Retail department calendars, tracking communications, events, projects, and operational deadlines.
• Maintain project trackers, reports, and departmental documentation; proactively monitor timelines and deliverables and communicate potential delays, risks, or conflicts to leadership.
• Monitor workflows and follow up on outstanding tasks and deadlines to support department continuity and project completion.
• Support meeting coordination, including scheduling, preparation of materials, and follow-up communication.
• Provide high-quality customer service to internal and external stakeholders via phone, email, and digital systems, including answering, troubleshooting, and prioritizing inquiries.
• Maintain CRM systems by documenting interactions and ensuring accurate tracking and follow-up.
• Process and support the Program Credit process, maintaining records and coordinating with the Product Program Data Specialist and Product Program Manager.
• Prepare correspondence, documents, reports, and presentations as needed.
• Coordinate administrative activities such as compiling information, handling mailings, arranging meetings, and maintaining department resources.
• Organize and maintain shared department files, templates, and reference documents.
• Assist with coordination and preparation for retail events, product program activities, traveling retail stores, trainings, and other department events.
• Support scheduling, setup, breakdown, documentation, and communications related to retail and product event operations.
• Pack, organize, track, transport, and distribute materials and supplies for programs, retail operations, and events; maintain storage areas and supply inventories.

Benefits

• health insurance
• dental insurance
• life insurance
• paid time off
• paid holidays
• retirement plan with a 3.5% employer contribution