Executive Assistant to the President/CEO
Portland, Oregon - Added Feb 23rd, 2023
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Executive Assistant to the President/Chief Executive Officer
Oregon Community Foundation
Job Location: In-office at OCF headquarters
Compensation will be based on experience
Motus Recruiting and Staffing is proud to partner with the Oregon Community Foundation in it's executive search for an Executive Assistant to the President/CEO.
ABOUT OREGON COMMUNITY FOUNDATION:
Oregon Community Foundation (OCF) was founded in 1973 with a big mission: to improve the lives of all Oregonians through the power of philanthropy. In partnership with donors and volunteers, OCF works to strengthen communities in every county in Oregon through research, grantmaking, and scholarships. In 2022, OCF distributed more than $180 million, supporting 3,500 grantees and awarding more than 3,000 scholarships. With OCF, individuals, families, businesses, and organizations create charitable funds that meet the needs of diverse communities statewide. 2023 marks OCF’s 50th anniversary, and since its founding, OCF has distributed more than $2.2 billion in community investments, including grants to 10,850 nonprofits and 53,375 scholarships to students. Individuals, families, businesses, and organizations can work with OCF to create charitable funds to support causes important to them.
OCF is an Equal Opportunity Employer with five offices throughout Oregon in Bend, Eugene, Medford, Portland, and Salem committed to equity, diversity, and inclusion. We strive to build a diverse workforce to promote effective work in partnership with all communities and population groups in Oregon. We welcome a diverse pool of qualified applicants. Come join our team!
To learn more, please visit: oregoncf.org.
OCF’S COMMITMENT TO EQUITY AND SAFETY:
In addition to the specific job requirements for each position, all staffers are expected to embody certain cultural values to support OCF’s mission: communicate effectively, value one another, demonstrate accountability, embrace possibilities, address conflict, and take action. Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for the role.
All employees are asked to support a safe work environment by performing work duties safely and according to procedures. This includes reporting all injuries, illnesses, or accidents sustained while working to your immediate supervisor as soon as possible after the occurrence or within 24 hours of the injury, illness, or accident, and reporting any accident involving OCF vehicles, equipment, or other property, regardless of the nature of the accident, to your immediate supervisor as soon as possible after the accident.
OVERVIEW OF THE EXECUTIVE ASSISTANT TO THE PRESIDENT/CEO ROLE:
The Executive Assistant to the President/CEO provides tactical and strategic support for a broad range of complex and confidential executive-level administrative, event, and project management activities for the President/CEO. This position also serves as a liaison to OCF’s Board of Directors, providing leadership, project management, and coordination of Board activities. The Executive Assistant to the President/CEO must exercise a high level of professionalism, judgment, and discretion at all times. Regular punctuality and attendance are required. This position will be required to work outside normal business hours related to board matters and/or President/CEO events or strategic priorities. The ideal candidate must understand that travel is also required for board-related and/or the President/CEO events/retreats, locally and statewide.
OCF employees are expected to work a minimum of two days in the OCF office beginning 9/6/2022 and three days beginning 2/21/2023. We are in the process of assessing eligibility for hybrid work schedules for our positions. After the initial training period, this position may be assessed as having the option to work remotely for a portion of the week.
Compensation will be based on experience for the President/CEO’s Executive Assistant
Essential Duties and Responsibilities:
Professional Competencies:
About Motus Recruiting and Staffing, Inc.
Founded in 2006, Motus is an award-winning recruiting and staffing firm in the Pacific Northwest, specializing in professional services and technology solutions. We are a group of people who recognize the importance of representation and actively fight for diversity, equity, and inclusion in the recruitment process. Our goal is to educate organizations on the importance of DEI when hiring, promoting, and supporting diverse employees. We are calling organizations to demonstrate their commitment to DEI by being intentional about whom they hire.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, disability, or protected veteran status.
Oregon Community Foundation
Job Location: In-office at OCF headquarters
Compensation will be based on experience
Motus Recruiting and Staffing is proud to partner with the Oregon Community Foundation in it's executive search for an Executive Assistant to the President/CEO.
ABOUT OREGON COMMUNITY FOUNDATION:
Oregon Community Foundation (OCF) was founded in 1973 with a big mission: to improve the lives of all Oregonians through the power of philanthropy. In partnership with donors and volunteers, OCF works to strengthen communities in every county in Oregon through research, grantmaking, and scholarships. In 2022, OCF distributed more than $180 million, supporting 3,500 grantees and awarding more than 3,000 scholarships. With OCF, individuals, families, businesses, and organizations create charitable funds that meet the needs of diverse communities statewide. 2023 marks OCF’s 50th anniversary, and since its founding, OCF has distributed more than $2.2 billion in community investments, including grants to 10,850 nonprofits and 53,375 scholarships to students. Individuals, families, businesses, and organizations can work with OCF to create charitable funds to support causes important to them.
OCF is an Equal Opportunity Employer with five offices throughout Oregon in Bend, Eugene, Medford, Portland, and Salem committed to equity, diversity, and inclusion. We strive to build a diverse workforce to promote effective work in partnership with all communities and population groups in Oregon. We welcome a diverse pool of qualified applicants. Come join our team!
To learn more, please visit: oregoncf.org.
OCF’S COMMITMENT TO EQUITY AND SAFETY:
In addition to the specific job requirements for each position, all staffers are expected to embody certain cultural values to support OCF’s mission: communicate effectively, value one another, demonstrate accountability, embrace possibilities, address conflict, and take action. Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for the role.
All employees are asked to support a safe work environment by performing work duties safely and according to procedures. This includes reporting all injuries, illnesses, or accidents sustained while working to your immediate supervisor as soon as possible after the occurrence or within 24 hours of the injury, illness, or accident, and reporting any accident involving OCF vehicles, equipment, or other property, regardless of the nature of the accident, to your immediate supervisor as soon as possible after the accident.
OVERVIEW OF THE EXECUTIVE ASSISTANT TO THE PRESIDENT/CEO ROLE:
The Executive Assistant to the President/CEO provides tactical and strategic support for a broad range of complex and confidential executive-level administrative, event, and project management activities for the President/CEO. This position also serves as a liaison to OCF’s Board of Directors, providing leadership, project management, and coordination of Board activities. The Executive Assistant to the President/CEO must exercise a high level of professionalism, judgment, and discretion at all times. Regular punctuality and attendance are required. This position will be required to work outside normal business hours related to board matters and/or President/CEO events or strategic priorities. The ideal candidate must understand that travel is also required for board-related and/or the President/CEO events/retreats, locally and statewide.
OCF employees are expected to work a minimum of two days in the OCF office beginning 9/6/2022 and three days beginning 2/21/2023. We are in the process of assessing eligibility for hybrid work schedules for our positions. After the initial training period, this position may be assessed as having the option to work remotely for a portion of the week.
Compensation will be based on experience for the President/CEO’s Executive Assistant
Essential Duties and Responsibilities:
1. Executive Support for President/CEO
- Manage all aspects of the President/CEO’s calendar and scheduling. Navigate conflicting demands and time pressures skillfully with the ability to prioritize the best use of the President/CEO’s time and reprioritize as needed
- Evaluate inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day operations
- Monitor emails and flag important and time-sensitive items and track activities to ensure the advancement of the President/CEO’s priorities
- Draft and edit correspondence that is often sensitive and confidential
- Communicate directly, and on behalf of the President/CEO, when necessary, with board members, donors, Foundation staff, and other constituencies
- Complete a broad variety of administrative tasks that facilitate the President/CEO’s ability to effectively lead the organization (e.g., collecting and preparing information for and coordinating follow-up on meetings with staff and outside parties; assisting with special projects; coordinating the design and production of high-quality documents, reports, and presentations; maintaining accurate constituent data; coordinating complex travel arrangements), and requiring coordination with multiple stakeholders internal and external to the Foundation; and completing expense reports
2. Board Relations
- Serve as the President/CEO’s key liaison for the Board of Directors, interfacing regularly with directors in support of the President/CEO’s initiatives
- Manage and oversee planning, operations, and travel for OCF’s board meetings, retreats, and other signature events on behalf of the Board and the President/CEO in collaboration with other team members
- Provide high-level support with various operational and administrative functions for the Board, including managing the Board’s budget, maintaining, and adhering to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters (e.g., advance distribution of materials before board meetings)
- Manage and oversee the quarterly board meeting process in collaboration with the Executive Team
- Manage board requests to ensure they are responded to timely and appropriately
- Support new board member appointment and orientation process
3. Executive Team Liaison
- Support the work of the OCF Executive Team, with a primary objective to provide the President/CEO and Executive Team with assistance in achieving the organization’s goals and mission
- Support the President/CEO in coordinating team meetings, managing follow-up to key actions and decisions, and planning and overseeing logistics of leadership team meetings
Experience and Education:
- Minimum 8-10 years of professional work experience supporting C-level executives and the board of directors, preferably in a non-profit organization
- Three years’ experience scheduling meetings with government officials, legislators, and business leaders and the ability to exercise appropriate judgment in prioritizing the President/CEO’s time with respect to these important relationship
- Three years’ event planning, marketing experience, or exposure preferred
- Bachelor’s degree in business administration, communications, or a similar field preferred, or equivalent years of work experience may be substituted in lieu of a degree
- Notary Public for the state of Oregon or able to meet requirements within the first 30 days of employment is required
Professional Competencies:
- Exceptional organizational skills; effective and efficient in developing systems, managing projects and processes
- Knowledge of budgeting and accounting procedures
- Strong organizational and project management skills — detailed and accurate, able to re-prioritize and manage several tasks efficiently, have strong time management abilities, and excellent follow-up
- Skilled at designing and managing complex travel agendas and itineraries, with the ability to coordinate with multiple stakeholders internal and external to the Foundation
- Comfortable working in situations where standard procedures or policies do not exist (ambiguity), and an ability to develop or recommend workable procedures and policies where none exist
- Exceptional strategic thinking and analytical skills, with the ability to solve complex problems and implement solutions; ability to manage both the big picture and the details; a strong sense of judgment; ability to promptly assess a situation and determine the appropriate course of action; ability to see patterns (systems thinker)
- Highly developed communication and interpersonal skills, actively listens, facilitates diverse input, treats others with respect, and values diversity and inclusion
- Ability to build productive and collaborative working relationships within the OCF team
- Cultural agility skills necessary to work effectively with diverse people, teams, and communities
- Excellent writing skills; demonstrated competency with spelling, grammar, and punctuation
- Resourceful and independent, proactive and accountable
- Ability to maintain the highest level of confidentiality and handle sensitive material concerning the Foundation
- Ability to gather and analyze data and produce concise reports
- Proficiency in Microsoft Windows, Excel, Word, PowerPoint, Publisher, Adobe, Internet, and experience working with a network-integrated database
- Strong team player, with excellent customer service orientation; articulate, professional demeanor with strong self-confidence and initiative; ability to communicate, teach and present to all levels of the organization and board members; capacity to influence and build consensus
- Valid driver’s license
About Motus Recruiting and Staffing, Inc.
Founded in 2006, Motus is an award-winning recruiting and staffing firm in the Pacific Northwest, specializing in professional services and technology solutions. We are a group of people who recognize the importance of representation and actively fight for diversity, equity, and inclusion in the recruitment process. Our goal is to educate organizations on the importance of DEI when hiring, promoting, and supporting diverse employees. We are calling organizations to demonstrate their commitment to DEI by being intentional about whom they hire.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, disability, or protected veteran status.
Job ID: 11244