Executive Assistant/Office Manager – The Willamette Partnership


The Organization:

 
The Willamette Partnership is a nonprofit 501c3 working to expand the pace, scope, and effectiveness of conservation throughout the Western United States. We are internationally recognized as leaders in the field of ecosystem markets, but are broadly interested in the incentives, policies, and actions people can take to enhance clean water, clean air, and natural 
places to play—also called ecosystem services.
 
Responsibilities:

(The responsibilities and duties listed below are not intended to reflect all duties that may be assigned to this classification.  The Partnership may augment duties and/or responsibilities at its discretion.  Additionally, some staff may not perform all responsibilities and duties.)
  • Maintain schedules of Executive Director and Partnership; coordinate meetings and events with internal staff and external partners; prepare meetings and event materials.
  • Organize and maintain complex technical and non-technical filing and record systems.
  • Provide administrative support by: taking notes and preparing meeting minutes, composing and distributing various forms of correspondence, proofreading and processing reports, general data entry, making travel arrangements.
  • Serve as point of contact for telephone and voicemail services and office equipment maintenance; assist users with operating requirements; coordinate with service providers.
  • Coordinates the administrative management of the Board of Directors; oversees the  compilation and editing of Board items, notify appropriate staff of Board meetings and  agendas; distribute approved Board documents; prepare Board minutes. Schedules meetings and events; prepares, reviews, and edits meeting agendas.
  • Manages travel, reservations, and expense reimbursement requests. 
  • Acts as the Office Manager, providing support for financial systems, information technology,  and ordering supplies.
  • Interacts with Partnership staff to develop Partnership communication material and maintain the Partnership’s website. 
  • Coordinates the Partnership’s training programs.
Expected Knowledge, Skills and Abilities:


KNOWLEDGE OF: contemporary office management principles and practices; meeting and event planning practices and procedures; business English, spelling, punctuation, grammar, and math; methods and procedures of record keeping and office filing; basic methods and procedures for recording and monitoring expenditures.
 
SKILLED IN: coordinating the activities of high level management officials and staff; use of computers and computer software for word processing, spreadsheets, electronic calendars, and electronic messaging; keyboarding at a speed necessary for successful job performance.
 
ABILITY TO: coordinate and manage projects to completion within scheduled deadlines; identify problems, analyze issues, and present alternative solutions; understand and follow oral and written policies, procedures, and directions; learn to operate common office equipment such as printers and copiers; troubleshoot technology such as email, websites, and electronic 
newsletters; establish and maintain effective working relationships with those contacted in the course of work including a variety of Partnership stakeholders, community groups, and the general public; operate effectively in a team environment; communicate effectively, both orally and in writing.

Requirements:
 

Any combination of the following experience and training that would likely provide the required 
knowledge, skills and abilities  will be considered  as qualifying. Typical ways to obtain the 
knowledge, skills and abilities would be: 
  • Increasingly responsible experience in executive level or upper management administrative support.
  • Specialized office administration training in office management, office software, business writing, data management and departmental coordination, filing, records management, and related fields.

For more information on this position, click here 


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