Executive Assistant to the Executive Team

Organization/Company Name: 
Project Access NOW
Position Description: 

The Executive Assistant to the Executive Team will provide administrative support to the Directors of Finance and Operations, Human Resources, Programs/Deputy Director. This role provides crucial support for the Executive Team and key stakeholders (internal and external) to ensure effective communication, streamlined flow of information and maximum efficiency. The person in this role forms a close partnership with the Executive Team, anticipating needs and providing support at many levels. Beyond simply responding to delegated duties and tasks, the effective Executive Assistant will take initiative to catch overlooked details and anticipate issues to help the Executive Team maximize their time and focus. The assistant may interact with diverse staff and provide administrative support to Board Committees and may serve as back up to the Executive Assistant to the Executive Director. This position requires a flexible, self-directed person with excellent interpersonal and communication skills, strong initiative, organizational and time management ability and an ability to prioritize workflow and work well under pressure. The Executive Assistant must maintain confidentiality and adhere to HIPAA regulations. They may be assigned various, time-focused special projects to support organizational needs, including program implementation, workflows and evaluations and may perform other related duties as assigned.

Principal Duties & Responsibilities

Finance and Operations

Digitize and maintain finance and operations files such as invoices and contracts

Perform data entry and manage Customer Relationship Management (CRM) software (i.e., PODIO) of donors and contracts

Compose correspondence, memos, emails, letters, reports, and presentations

Maintain calendars, organize appointments, schedule meetings, take and disseminate minutes of the Finance and other Board Committee and Leadership Team meetings

Receive, retrieve, scan, and distribute mail and packages to administrative and program staff

Provide grants management support

Develop and maintain equipment, assets, keys, and parking passes distribution spreadsheets

Coordinate activities with vendors and contractors such as Information Technology, maintenance, and security

Human Resources

Digitize and maintain Employee Personnel and Volunteer Files

Develop, maintain, disseminate, and file forms, and onboarding packets for new hires and volunteers

Schedule meetings, appointments, interviews, and onboardings

Assist with processing employee changes in job status, salary increases, and other related duties

Update Emergency Contacts, Employee Birthday and Anniversary calendars

Assist with research, development and distribution of personnel policies and procedures

Proofread and convert HR documents, coordinate with translation firm as needed

Director of Programs/Deputy Director

Support the director of programs and program managers

Proofread, type, and convert documents produced by program departments

Coordinate with translation firm to ensure appropriate translation of program documents and various forms

Disseminate program information to partners

Assist with developing workflow protocols and other special projects

Schedule meetings and interviews, take and disseminate minutes

Compose correspondence, memos, emails, letters, reports, and presentations

Create and maintain program packets with updated collateral materials

Working Conditions

Part time use of office space with stairs (no ADA access)

Ability to lift 10-40 lbs.

Prolonged periods sitting at a desk

Frequent use of keyboard, 2 monitors, mouse, telephone and/or headset

Project Access Now will equip assistant with laptop, monitors, and other home office work tools

How to Apply

Please visit our website at www.projectaccessnow.org. Complete the diversity, equity and inclusion questions and submit your response along with your resume and cover letter to [email protected] .

Project Access NOW recognizes the value of a diverse workforce and believes a diverse work environment empowers our community. We strongly encourage all qualified candidates to apply regardless of race, ethnicity, gender, sexual orientation, or religious affiliation.

Position Function: 
Position Type: 
Full Time
$21.00/hr - $26.00/hr DOE

Paid medical, dental, life, short term disability, PTO, Flex Savings Account, 401K match.

Required Qualifications and Experience: 

Bilingual (English/Spanish) and multicultural staff highly desired

High level and excellent organizational, written, and verbal communication skills

Experience in data entry, CRMs, such as PODIO or similar workflow donor or event management software, Excel, Adobe, PowerPoint

Ability to take initiative and pay close attention to detail

Extensive knowledge of office management systems, equipment, and procedures

Ability to work in a fast-paced, ever-changing environment while maintaining clear records

Ability to be mobile, flexible and adapt to diverse work settings

Ability to type at least 60 words a minute

Highly proficient in Google Suite, Microsoft 365

A valid Oregon driver’s license, and proof of insurance, or a reliable mode of transportation required

Must be able to pass a background check

Required Education and / or Certifications: 

BA/BS degree preferred or a combination of education and administrative experience

At least 3 years of executive administrative assistant experience required

Administrative training preferred

Donor management, event planning experience a plus

714 SW 20th Pl
Portland, OR 97215
Where Will Work Be Performed?: 
Same as the Employer Address
Application Email: 
Application Address: 
Human Resources
Project Access NOW
P.O. Box 10953
Portland, OR 97296
Application deadline: 
Wednesday, September 30, 2020