Title: Executive Assistant

Job Classification: Full-time/exempt

Reports to: President & CEO, Swati Adarkar

Location: Children’s Institute, downtown Portland

Salary: Starting at $40,000

Closing: This position is closed. Applications are currently under review. 

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, the most effective strategies to improve long-term outcomes for children. We focus our work on the needs of children from low-income families, dual language learners, and children who experience barriers to opportunity due to race, disability, or geographic location.

Children’s Institute 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.

 

POSITION DESCRIPTION

The Executive Assistant will work as a key member of the Children’s Institute team, ensuring the effectiveness of the CEO by providing her with 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. This individual will have great attention to detail and will be responsible for managing the schedule of the CEO and providing 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.

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.

RESPONSIBILITIES

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
  • Other duties as assigned

Board of Directors

  • Act as a liaison between the CEO and board members and committees
  • Schedule quarterly board meetings and board committee meetings
  • Assemble and distribute board materials and track board document timelines
  • Assist staff in scheduling meetings with board members

Program Support

  • Other duties as assigned to be an effective and proactive member of the operations team

QUALIFICATIONS

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.

  • Interest in gaining experience working closely with an executive leader of early childhood issues and learning about and working closely with nonprofit leadership.
  • Excellent interpersonal skills.
  • Self-starter who is flexible, motivated, and able to take initiative.
  • Exceptional writing, editing, and proofreading skills.
  • 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
  • Ability to anticipate problems, pay attention to details, and follow through to ensure that a job is well done
  • Ability to maintain confidentiality
  • Team player with the ability to collaborate effectively with others
  • Strong digital and online skills desired, including Microsoft Office Suite, Salesforce (or similar database management platform), and the Adobe Suite

BENEFITS

  • Paid medical/dental coverage
  • Paid Short-Term Disability coverage
  • 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 their race, color, creed, religion, age, gender, gender identity, sexual orientation, marital status, military status, political opinion, national origin, familial status, mental and physical disability, 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.

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