Executive Assistant

Albina Vision Trust

Job Location: Hybrid

Compensation: $65K- $75K

Motus Recruiting and Staffing is proud to partner with Albina Vision Trust in its search for an Executive Assistant.

ABOUT ALBINA VISION TRUST:

The Albina Vision Trust (AVT) was created to steward the vision for the future of Lower Albina and achieved non-profit status in 2017. AVT seeks innovative solutions with a focus on building partnerships. “Albina Vision Trust is all about generating commonwealth and community power. We aim to create places of conscience in the city center, where each of us feels safe and has the resources and support to thrive. After all, there are no more elemental forms of commonwealth than belonging and opportunity.” —Rukaiyah Adams, Albina Vision Trust Board Chair.

As a nonprofit organization, AVT is positioned to link private interests and public priorities with community values.

The core values guiding the vision for lower Albina are:

• Honor what was, what happened, and what could be
• Heal ourselves and our communities
• Reconnect to the river
• Build a place to live, work, and play
• Integrate arts in the process and product
• Be intentionally remarkable

MISSION: Albina Vision Trust (AVT) is stewarding the thoughtful reinvention of lower Albina, the cultural heart of Portland, and the once-thriving center of Portland’s Black community, from which thousands of residents were forcibly displaced. AVT seeks to honor the neighborhood’s history by restoring its identity and transforming what exists today into a vibrant, socially and economically inclusive neighborhood.

OVERVIEW OF THE EXECUTIVE ASSISTANT:

The Executive Assistant provides tactical and strategic support for a broad range of complex and confidential executive-level administrative, event, and project management activities for the executive team. This position also serves as a liaison to AVT’s Board of Directors, providing leadership, project management, and coordination of Board activities. The Executive Assistant must exercise a high level of professionalism, judgment, and discretion always. Regular punctuality and attendance are required. This position will require you to work outside normal business hours related to board matters, events or strategic priorities. The ideal candidate must understand that travel is also required for board-related and/or the executive team events/retreats, locally and statewide.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Executive Support

• Manage all aspects of calendaring and scheduling. Navigate conflicting demands and time pressures skillfully with the ability to prioritize the best use of the executive team’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 priorities.
• Draft and edit correspondence that is often sensitive and confidential
• Communicate directly, and on behalf of the organization, when necessary, with board members, donors, Foundation staff, and other constituencies.
• Complete a broad variety of administrative tasks that facilitate the leader’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.

Board Relations

• Serve as the key liaison for the Board of Directors, interfacing regularly with directors in support of the organization’s initiatives.
• Manage and oversee planning, operations, and travel for AVT’s board meetings, retreats, and other signature events on behalf of the Board and the executive team 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.

Executive Team Liaison

• Support the work of the AVT Executive Team with assistance in achieving the organization’s goals and mission.
• Coordinate team meetings, manage follow-up to key actions and decisions, and plan and oversee logistics of leadership team meetings.

REQUIREMENTS:

• 8+ years of professional work experience supporting C-level executives and the board of directors, preferably in a non-profit organization.
• 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.
• 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.
• 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.
• Excellent writing skills; demonstrated competency with spelling, grammar, and punctuation.
• Valid driver’s license
• Cultural agility skills necessary to work effectively with diverse people, teams, and communities.

EDUCATION AND EXPERIENCE:

• Three years’ experience scheduling meetings with government officials, legislators, and business leaders and an innate ability to exercise appropriate judgment in prioritizing time with respect to these important relationships is preferred.
• Three years’ event planning, marketing experience, or exposure preferred.
• Exceptional organizational skills; effective and efficient in developing systems, managing projects and processes.
• Knowledge of budgeting and accounting procedures.
• 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.
• Ability to build productive and collaborative working relationships within the AVT team.
• Resourceful and independent, proactive, and accountable.
• Ability to maintain the highest level of confidentiality and handle sensitive material concerning AVT.
• Ability to gather and analyze data and produce concise reports.
• Proficiency in Microsoft Windows, Excel, Word, PowerPoint, Publisher, Adobe, and 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.

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.