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,
    • Create agendas,
    • Post public meeting notice and follow public meeting protocol,
    • Send meeting announcement and track rsvp’s to ensure quorum,
    • Take minutes.
  • 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 (info@onwib.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. 

Working Conditions:

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.

Job Description Linked Here. 

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