Title: Executive Assistant
Job Classification: Full-time/exempt
Reports to: CEO and President, Swati Adarkar
Location: Children’s Institute, downtown Portland
Salary: $50,000 – $55,000 Depending on experience
Update as of May 1, 2020: Hiring for this position is on hold until CI offices reopen. Please check back for updates.
Children’s Institute (CI) envisions an Oregon where every child is prepared for success in school and life. To meet this goal, we advocate for strategic investments in high-quality early childhood education and healthy development while highlighting effective strategies to improve outcomes for children. We also develop and implement programs that demonstrate the essential components of an integrated early care and education system, prenatal through third grade.
Our advocacy and implementation efforts strive to connect research, lived experience, and community voice as we work toward accountable advocacy. We work to ensure that more children who experience barriers to opportunity due to poverty, race, disability and/or geography succeed in kindergarten and meet third grade benchmarks.
CI also prioritizes an integrated, team-based work approach and a flexible, collegial work environment while also embracing a sense of urgency in moving our mission forward.
The Executive Assistant will work as a key member of the Children’s Institute team, ensuring the effectiveness of the CEO by providing reliable and intuitive administrative support. The ideal candidate will be adaptive and flexible with an ability to work proactively to coordinate and support internal work teams and thrive in a fast-paced environment.
This individual will have great attention to detail and will be responsible for managing the schedule of the CEO and will also provide critical support to the organization in the form of meeting management, board support and coordination, relationship building with key stakeholders, program support for new and existing initiatives, and fundraising efforts.
In addition to working closely with the CEO and development department, the Executive Assistant will be a member of the operations team supporting general, organization-wide projects. This position requires the ability to work on projects from conception to completion, while prioritizing shifting demands and maintaining confidential information with discretion.
The Executive Assistant must understand and support the organization’s mission, vision, values, and principles and be able to clearly articulate the organization’s function.
- Executive Support—President & CEO
- Manage CEO’s calendar and ensure the CEO is prepared and on time for all meetings, functions, and activities. Track CEO’s priorities and to-do items.
- Coordinate executive travel (book flights, build itineraries, investigate transportation options, etc.).
- Support CEO in daily tasks, including:
- Draft, proof, and send correspondence.
- Support CEO relationships via email, phone, and in-person meetings.
- Produce meeting documents.
- Staff CEO at relevant meetings (take minutes, track follow-up items, etc.).
- Prepare expense reports, time sheets, and receipts.
- Learn about and build relationships with people who are in the CEO’s professional network, understand their roles, and provide them with excellent customer service.
- Coordinate and support efforts between the CEO and development and fundraising department.
- Partner with the CEO to support internal growth and provide structure to staff work teams, enabling organizational systems to run efficiently.
- Continuously seek new ways to automate, streamline, or eliminate tasks within the President and CEO’s day.
- Other duties as assigned.
Board of Directors
- Act as a liaison between the CEO and board members and committees.
- Schedule and manage logistics for quarterly board meetings, board committee meetings, annual retreats or other convenings.
- Assemble and distribute board materials and track board document timelines.
- Write meeting agendas, minutes, and track board action items and terms.
- Assist staff in scheduling meetings with board members.
- Support program staff with implementation of existing and new initiatives as needed.
- Other duties as assigned to be an effective and proactive member of the Operations Team.
PREFERRED SKILLS AND EXPERIENCE
- Any satisfactory combination of experience and education that ensures the ability of an individual to perform the duties and responsibilities of this position may substitute for the stated qualifications.
- 3+ years of professional administrative office experience, preferably working with senior management.
- Interest in gaining experience working closely with an executive leader focused on early childhood issues and working closely with nonprofit leadership.
- Excellent interpersonal skills.
- Proactive self-starter who is flexible, motivated, and able to take initiative.
- Exceptional writing, editing, and proofreading skills, including business writing skills with the ability to compose reports, proposals, meeting minutes and other business correspondence.
- Employ critical thinking and confidence in decision-making and carrying out actions.
- Project management skills and ability to strategize the implementation of projects.
- Ability to navigate many detail-oriented tasks while understanding the big picture needs of the organization.
- Experience working with multiple calendars, competing interests and priorities.
- Ability to balance competing demands and maintain grace under pressure.
- Ability to anticipate problems, pay attention to details, and follow through to ensure that a job is well done.
- Strong data management experience with high attention to detail.
- Ability to maintain confidentiality.
- Team player with the ability to collaborate effectively with others.
- Strong digital and online skills desired, including Microsoft Office Suite (particularly Outlook for calendar management), Salesforce (or similar database management platform), and the Adobe Suite.
- Employer fully paid medical/dental coverage
- Employer fully paid long-term disability coverage
- Employer fully paid life insurance, accidental death, and employee assistance plan
- 401(k) Retirement Savings Plan with qualified match and contribution
- 125 Flexible Benefits Plan
- Generous paid time off, sick leave, and holidays
EQUAL EMPLOYMENT STATEMENT
Children’s Institute is an equal opportunity employer. It is the policy of CI to provide equal employment opportunity in accordance with applicable law to all qualified individuals without regard to race, color, creed, religion, age, gender, gender identity, sexual orientation, marital status, military status, political opinion, national origin, familial status, mental and physical ability, source of income, or any other status protected by federal, state, or local law in all personnel actions. Personnel actions include recruitment, selection, promotion, compensation, training, and termination. Relations between employees shall be based on mutual respect, and regard for the effectiveness and well-being of the organization.
REASONABLE ACCOMMODATION STATEMENT
Consistent with applicable disability law, Children’s Institute will provide reasonable accommodations to assist qualified applicants or employees with disabilities to participate in the job application process, to perform the essential functions of a job, and to enjoy the same benefits and privileges of employment applicable to similarly situated employees without disabilities, provided the accommodation would not impose an “undue hardship” on the operation of CI.