Provide high level, independent support to Northwest Oregon Works. Work closely with the Executive Director and staff to assure a professional, well-run organization.
Essential Job Functions:
Provide a high level of professional administrative support to the Executive Director and other members of the team, as needed.
Provide a high level of support for board and consortium meetings:
Arrange meeting location with board members,
Order food and beverages (when appropriate),
Schedule speakers, in coordination with program staff lead,
Post public meeting notice and follow public meeting protocol,
Send meeting announcement and track rsvp’s to ensure quorum,
Complete board minutes, official board records and execute administrative policies.
Staff liaison for board membership, board recruitment, and board re-certification.
Track and maintain board membership and appropriate documentation in accordance with federal regulations and board bylaws. and board certification/recertification, interfacing with high-level internal and external contacts requiring considerable discretion and initiative.
Edit, proofread, and contribute to documents, policies, procedures, internal and external communications, formal letters, memos, and emails.
Coordinate, and monitor tasks and timeframes for the team as they relate to organizational projects and tasks such as annual monitoring, legislative information, special events, and discretionary grant proposals and/or reports.
Assist in the research and provide procurement support.
Provide scheduling assistance for the organization and staff.
Manage the office by developing efficiencies, ordering supplies, maintaining equipment inventory, scanning and maintaining critical documents for disaster recovery, copies, etc.
Establish and maintain a central filing system for the organization that is organized and easily accessible for all staff.
Maintain distribution lists and email archives.
Develop and distribute newsletters and external communications for the organization
Assist with design and development of PowerPoint presentations, outreach materials, flyers, newsletters, and other graphic media, as needed.
Assist in the posting content to the website and social media, as needed.
Establish and maintain strong relationships with business, government, public partners, and board members.
Attend meetings as a representative of NOW.
Assist in maintaining a variety of files and records (electronic and paper), including vendor, contractors, and sub-awards.
Place orders for office supplies and internal office equipment/software as necessary
Make travel arrangements (i.e. hotel and flight reservations, conference registrations) for staff using organization credit card.
Check organization’s generic inbox (firstname.lastname@example.org) and respond or forward as appropriate.
Oversee the Organizations membership renewals.
Assist in the administration and maintenance of the Organizations’ online data storage platform.
Assist in the scheduling and reminders of grant reporting deadlines.
Assist in the coordination and subscriptions of user access rights for various software programs.
Demonstrate Abilities To
Anticipate need and take leadership initiative ensuring deadlines are met.
Vary communication to fit cultural context.
Organize and synthesize written, verbal information.
Gather and present information in clear and concise written and verbal formats.
Work independently and as a member of a strong team.
Research and learn new platforms, software and/or tools to support the work of the organization.
Skills, Qualifications, & Characteristics
Comfortable and interested in working with the public and developing relationships in person, and via email and phone.
Solution-oriented and able to troubleshoot independently.
Proficiency in Microsoft Office, including PowerPoint, Excel, Word and Outlook required.
Strong written and verbal communications is a must.
Willing to learn and ask questions.
The work is performed in a home office environment, with occasional travel to attend on-site meetings as needed within the region.
NW Oregon Works offers competitive compensation and benefits. We are an equal opportunity employer.
NORTHWEST OREGON WORKS IS FUNDED THROUGH THE U.S. DEPARTMENT OF LABOR, AND THE OREGON HIGHER EDUCATION COORDINATING COMMISSION.
NORTHWEST OREGON WORKS IS AN EQUAL OPPORTUNITY EMPLOYER/PROGRAM. AUXILIARY AIDS AND SERVICES ARE AVAILABLE UPON REQUEST TO INDIVIDUALS WITH DISABILITIES. LANGUAGE ASSISTANCE IS AVAILABLE TO PERSONS WITH LIMITED ENGLISH PROFICIENCY AT NO COST.
NORTHWEST OREGON WORKS ES UN PROGRAMA/EMPLEADOR QUE RESPETA LA IGUA/DAD DE OPORTUNIDADES. AYUDAS AUXILIARES Y SERVICIOS PARA PERSONAS CON DISCAPACIDADES ESTARA DISPONIBLE SIN COSTO. ASISTENCIA DE IDIOMAS PARA PERSONAS CON CONOCIMIENTO LIMITADO DE/ INGLES SIN COSTO ALGUNO.
FOR ASSISTANCE, PLEASE CONTACT YOUR NEAREST WORKSOURCE OREGON CENTER OR EO OFFICER, JASON SWAIN