First Unitarian Church of Portland is seeking a capable Executive Assistant to provide administrative and staff support to the Senior Minister (SM) and coordinate the day-to-day front office operations of the church. The position also supports the Board of Trustees and its committees, assists with major projects involving the SM, and helps staff address key organizational needs and coordinate work across departments.
Essential Duties and Responsibilities
Administrative Support to the Senior Minister
- Manage and maintain the SM's schedules, set meetings and make travel arrangements as appropriate.
- Support major projects of SM including milestone events.
- Prepare and draft reports, memos, letters, and other documents in support of the SM.
- Coordinate meetings involving the SM including the preparation of and distribution of meeting notices and agendas, supporting materials, minutes and follow-up items.
- Maintain confidential organizational planning documents and administrative records.
- Monitor the church's master planning calendar to ensure recurring operational, governance, worship, and program activities remain on schedule to ensure minimal scheduling conflicts.
- Remind staff and ministry leaders of upcoming deadlines, recurring responsibilities, and major projects.
- Act as communication liaison for the SM with congregational members, public, and other sectors.
Board of Trustees and Organizational Responsibilities
- Maintain Board calendars including meetings, standing committees, task forces and other work groups.
- Coordinate meeting arrrangements including room scheduling, equipment and refreshments.
- Attend Board meetings and prepare and send Board meeting notices and packets. Maintain RSVPs and Board roster, and take minutes at Board meetings.
- Maintain Board administrative records, templates, shared documents, and organizational resources.
- Identify opportunities to improve Board administrative processes and ensure organizational information is accurate, accessible, and current.
- Provide administrative support for Board Forums.
- Provide administrative support to the Nominating Committee including preparation of annual ballot and governance timelines in accordance with church bylaws.
- Maintain governance records, official documents, and administrative resources that support the ongoing work of the church.
- Collect reports from ministry leaders and prepare the annual State of the Church report for review and publication.
Front Office Operations
- Supervise front office coordinator to ensure high functioning and collaborative office environment.
Optional/Additional Responsibilities
- Prepare the weekly e-News, and edit other church communications prior to publication.
- Maintain templates and other communication resources used for recurring organizational reports and publications.
Qualifications and Core Competencies
- Bachelor's degree and five or more years of executive administrative experience, preferably in a church, nonprofit organization, higher education, or other mission-driven organization.
- Experience supporting executive leadership, governing boards, committees, and volunteer-led organizations.
- Demonstrated ability to manage multiple priorities, coordinate recurring organizational activities, and meet deadlines with accuracy and attention to detail.
- Experience preparing meeting agendas, reports, governance documents, correspondence, and other organizational communications.
- Proficiency with Microsoft Office, Google Workspace, document management systems, databases, calendaring, and other office technology.
- Ability to organize information, maintain accurate records, and establish administrative processes that support the work of the organization.
- Ability to handle confidential and sensitive information with sound judgment, discretion, and professionalism.
- Strong organizational, written, verbal, and interpersonal communication skills with the ability to work effectively with staff, volunteers, congregants, and community partners.
- Ability to create and work in a collaborative team environment.
- Commitment to First Unitarian Church Portland's mission.
- Adaptive with strong time management and problem-solving skills.
Preferred Experience
Previous experience in communications or social media is a plus, but not required.
Physical Requirements and Working Conditions
Work will be primarily performed in-person in an office setting and involve regular computer use, document preparation, telephone and email communication, and participation in meetings. The position includes extended periods of desk work and occasional movement throughout the church buildings.
Some evening and weekend work will be required for Board meetings and other scheduled church activities.
Job Details
- Department: Administration
- Reports To: Senior Minister
- FLSA Status: Exempt
- Direct Reports: Front Office Coordinator
- Benefits: pro-rated health, vision and dental insurance; generous sick and vacation policy.
- Location: Downtown Portland, with easy access to public transportation or free parking
- Start Date: As soon as possible
- Schedule: 0.8 FTE (32 hours/week) Monday - Thursday with some evenings and weekends required
- Salary Range: $46,400 - 54,400 (reflects 0.8 FTE pro-rated from $58,000 - 68,000 full-time base)
- Organizational Boundaries: To maintain appropriate boundaries among congregational governance, pastoral relationships, and staff responsibilities, this position may not be held by someone who is also a formal member of First Unitarian Church of Portland. This requirement addresses concurrent roles within the Church, rather than an applicant's religious beliefs, denomination, or protected status. Questions about the scope of this requirement may be directed to hr@firstunitarianportland.org.
- Employment is contingent upon completion of a job-related background check following a conditional offer. A criminal record will not automatically disqualify an applicant; any relevant history will be considered individually in relation to the responsibilities of the position. We encourage all qualified candidates to apply.
- First Unitarian Church is an equal opportunity employer committed to building and maintaining a diverse workplace. People of color, women, LGBTQIA+ people, people with disabilities, and members of other historically marginalized communities are encouraged to apply.
How to Apply
Please send a resume and cover letter to hr@firstunitarianportland.org. In your cover letter, explain your interest in the position and how the part-time hours fit your schedule.
Applications will be reviewed as received, and the position will remain open until filled. The anticipated start date is as soon as possible.