<p>Description</p> <p>Company Overview</p> <p>At Children's Institute, we work to improve the lives of children from prenatal to grade 5 who experience institutional or systemic barriers to opportunity in Oregon: children from low-income families, children of color, disabled children, dual language learners, and children in rural areas. Our research, policy and advocacy, learning initiatives, and community partnerships all aim to keep kids healthy and safe and prepare them to be active, engaged learners.</p> <p>Children's Institute has always worked passionately to improve outcomes for Oregon's kids. Through our work, we have to grapple with a difficult truth: many policies and practices designed to address economic inequity do not meet the needs of children of color and children living in rural communities. We're committed to shifting these systems and center justice in our pursuit of an equitable Oregon where all children have the love, care, and education they need.. And we invite you to join us.</p> <p>Position Description</p> <p>The Executive Assistant sits on the Operations team and reports directly to the CEO. The Executive Assistant's main priorities are to provide high-level administrative support to the CEO, Board, and Leadership Team. This person must be highly skilled in scheduling and prioritizing for executives, setting and facilitating agendas, taking meeting minutes, and completing administrative tasks such as expense reimbursements, booking travel, and</p> <p>Responsibilities</p> <p>Executive Support-CEO</p> <ul> <li> <p>Oversee and manage the CEO's calendar, ensuring efficient scheduling and that the CEO is fully prepared for all meetings, events, and engagements.</p> </li><li> <p>Prep may include: Coordinating and managing communication team requests to ensure presentations, speeches, and other needs are completed ahead of events and gathering content or information from internal teams.</p> </li><li> <p>Track CEO's priorities and to-do items. Initiate coordination of follow up actions.</p> </li><li> <p>Staff CEO at meetings:</p> </li><li> <p>Create shared agendas in Asana for internal meetings</p> </li><li> <p>Produce meeting documents including agendas, meeting documents, minutes, and follow up actions.</p> </li><li> <p>Ensure necessary technology or supplies are appropriately set-up</p> </li><li> <p>Keep time and ensure meeting stays on track</p> </li><li> <p>Coordinate executive travel (book flights, lodging, vehicle travel, build itineraries, coordinate multiple scheduling priorities, etc.)</p> </li><li> <p>Prepare expense reports, time sheets, and receipts.</p> </li><li> <p>Event support including coordination of meeting space reservations and set-up, ordering food, and gathering supplies</p> </li><li> <p>Support CEO relationships via email, phone, and in-person meetings.</p> </li><li> <p>Develop strong relationships with individuals in the CEO's professional network by understanding their roles and consistently providing high-quality, professional support.</p> </li><li> <p>Read, research, and route correspondence accordingly to conserve CEO's time.</p> </li><li> <p>Proactively identify opportunities to automate, streamline, and enhance efficiency in the CEO's workflow.</p> </li></ul> <p>Board of Directors</p> <ul> <li>Act as a liaison between the CEO and board members and committees. </li><li>Schedule and manage logistics for quarterly board meetings, board committee meetings, annual retreats or other convenings. </li><li>Coordinate with leadership team to prepare, brand, and finalize presentation materials </li><li>Assemble and distribute board materials and track board document timelines. </li><li>Write meeting agendas, minutes, track board action items, and terms. </li><li>Assist leadership in scheduling meetings with board members. </li></ul> <p>Internal Support</p> <ul> <li>Coordinate and support efforts between the CEO and development and fundraising department including database input as needed. </li><li>Support event logistics for staff gatherings, donor events, or program site visits as needed </li><li>Engage as a proactive member of the Operations Team to ensure general office cleanliness and create a welcoming environment, take part in ordering general office supplies and other organizational duties, play a team role in answering phones and covering Operations Team to provide continuity. </li><li>Other duties as assigned to be an effective Executive Assistant. </li></ul> <p>Minimum Qualifications:</p> <p>Preferred Skills and Experience</p> <ul> <li>5 years of professional administrative office experience working with senior executive role </li><li>Strong digital and online skills desired, including Microsoft Office Suite (particularly Outlook for calendar management), EveryAction (or similar database management platform), Zoom, and the Adobe Suite. </li><li>Exceptional writing, editing, and proofreading skills, including business writing skills with ability to compose reports, proposals, meeting minutes and other business correspondence. </li></ul> <p>Key Competencies</p> <ul> <li>Mission-driven individual that is committed to the success of children statewide. </li><li>Commitment to equity and applying an equity lens to the work and relationships. </li><li>Excellent interpersonal skills. </li><li>Proactive self-starter who is flexible, motivated, and able to take initiative. </li><li>Project management skills and ability to strategize the implementation of projects. </li><li>Ability to navigate many detail-oriented tasks while understanding the big picture needs of the organization. </li><li>Experience working with multiple calendars, competing interests, and priorities. </li><li>Ability to anticipate problems, pay attention to details, and follow through to ensure that a job is well done. </li><li>Demonstrated ability to maintain confidentiality. </li><li>A note on qualifications: Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job and will consider any equivalent combination of knowledge, skills, education and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role. </li></ul> <p>Physical and Sensory Requirements</p> <ul> <li>Mostly sedentary work; using standard office equipment including: a computer, keyboard, and telephone. </li><li>Hybrid expectations: 3 days onsite at our downtown Portland office. </li><li>Occasional travel to partner sites, coalition gatherings, or conferences. </li></ul> <p>Reasonable Accommodations are available, including, but not limited to, for disabled veterans, individuals with disabilities, and individuals with sincerely held religious beliefs, in all phases of the application and employment process. To request an accommodation please email cynthia.chand-hopkins@childinst.org.</p> <p>Salary & Benefits</p> <ul> <li>Starting salary range: $85,000 to $95,000 </li><li>Employer fully paid medical/dental coverage </li><li>Employer fully paid long-term disability coverage </li><li>Employer fully paid life insurance, accidental death, and employee assistance plan </li><li>401(k) Retirement Savings Plan with qualified match and contribution </li><li>125 Flexible Benefits Plan </li><li>Commuter stipend </li><li>Cell phone stipend </li><li>Professional Development Stipend </li><li>25 days of PTO annually </li><li>12 paid holidays </li><li>Annual office closures the week of July 4th and last week of the year </li><li>Employee Assistance Program </li></ul> <p>The first round of application reviews will occur on Tuesday, May 26. Candidates who apply after that date will be considered on a rolling basis.</p> <p>Listing Type</p> <p>Jobs</p> <p>Categories</p> <p>Clerical/Administrative | Nonprofit | Office</p> <p>Position Type</p> <p>Full Time</p> <p>Experience Level</p> <p>Mid Level</p> <p>Employer Type</p> <p>Direct Employer</p> <p>Salary Min</p> <p>85000</p> <p>Salary Max</p> <p>95000</p> <p>Salary Type</p> <p>/yr.</p>