Position Title: Executive Assistant to the President & CEO
Purpose of Position:
This position provides high-level administrative and board support to the President & CEO, managing the details that keep board and committee operations, correspondence and scheduling running smoothly. The Executive Assistant protects the President & CEO's time for strategic, board and stakeholder-facing work by owning the process details behind the scenes, while also supporting HR process execution and other organization-wide administrative functions.
Responsibilities:
Calendar & Meeting Management (20%)
- Manage the President & CEO's calendar: surface conflicts, reschedule routine meetings and route or accept meeting requests.
- Prepare materials and background information for external meetings.
- Capture and document next-step summaries from meetings, and handle or assign each item.
- Manage staff-wide calendar scheduling, e.g. staff meetings, holidays and organization-wide events.
- Track and flag birthdays, work anniversaries and other milestones needing recognition.
Communications & Presentation Support (20%)
- Draft correspondence, including general email, formal letters and letters of support, based on direction from the President & CEO.
- Maintain a running log of letters of support for Issues Committee review.
- Develop correspondence templates over time from prior examples.
- Draft presentation decks based on approved templates and provided notes or direction, as a working draft for further refinement.
Board & Committee Support (25%)
- Manage Outlook calendar invitations, RSVPs and attendance tracking for Board, Executive Committee, Issues Committee and Charitable Fund Committee meetings.
- Build board packets: collect individual staff reports, assemble and review content, and distribute and file per established process.
- Maintain the annual board meeting calendar, e.g. recurring agenda items tied to specific months such as the annual plan and budget adoption.
- Arrange board meeting logistics, e.g. location, meal logistics, room setup, meeting materials and meeting minutes.
- Provide on-site support for committee meetings, e.g. meeting materials and minutes
- Maintain board member records (CRM contacts/tags, board webpage, meeting attendance) and build onboarding packets for new board members.
- Build the monthly lodging and other reports by pulling data from various sources and platforms accurately into the approved format; run reports on demand.
HR/Personnel Process Support (20%)
- Maintain personnel files and track employee acknowledgements of company policies and updates.
- Handle the administrative tasks of employee recruitment and onboarding.
- Handle the administrative tasks of benefit management, e.g. paperwork, enrollment tracking and recordkeeping.
- Handle the administrative tasks of the performance review cycle, e.g. setting up review cycles in BambooHR, prompting staff to complete forms and tracking completion.
Additional Responsibilities (15%)
- Provide general administrative support to the President & CEO as needed, e.g. travel logistics, coding receipts.
- Support visitor center operations as needed by greeting visitors, answering questions and providing destination information.
- Additional duties as assigned.
(Percentages provided as a guide only. Work will vary over time.)
Position Requirements:
- 3+ years of experience in executive-level administrative support, ideally supporting a President & CEO, executive or board.
- Demonstrated discretion and highest standards of confidentiality in handling board, personnel and other sensitive information.
- Strong written communication skills, with the ability to draft correspondence intended for public officials, and an understanding that such correspondence is treated as a public record.
- Proficiency with Office 365 and SharePoint; experience with Granicus or similar CRM tools a plus.
- Demonstrated technical aptitude to quickly learn new data and reporting platforms, with the capacity to independently run and interpret reports.
- Comfortable exercising independent judgment on routine scheduling matters, with that judgment developing over the first several months in the role.
- Highly organized and detail-oriented, with the ability to manage multiple concurrent workflows and deadlines.
- Ability to work occasional evenings and weekends for conferences, organizational functions and events.
Preferred Requirements:
- Experience supporting a nonprofit board or a government-adjacent organization.
- Experience in the administrative execution of the HR process.
- Familiarity with transient lodging tax funded or municipally accountable organizations.
Compensation/Hours:
- Full-time, non-exempt hourly position (40 hours per week).
- Primarily based in our downtown Eugene office. Remote flexibility is available at the discretion of the President & CEO.
- Some evening and weekend availability required for occasional organizational functions, conferences and events.
- Benefits include medical and dental insurance, paid holidays, vacation and sick leave.
- Employer contribution to SEP/IRA after two years of employment.
- This position reports to the President & CEO.