Executive Assistant

Executive Assistant

Full Time (40 hours/week)

Business For A Better Portland (BBPDX) and SwitchboardHQ seek an Executive Assistant to support the core operations of these two organizations. Ideal candidates will be passionate about Portland, be self-starters and be very comfortable with technology and higher education. This position is split between two organizations and the candidate selected will report to two managers.

Portland is a diverse community, and we want our organizations to reflect that diversity. People of color, people from all parts of the city, and LGBTQ community members are encouraged to apply.

Position Summary

The Executive Assistant will be the most detail-oriented member of our team. They will anticipate the needs of our leaders and ensure that the day-to-day operations of our organization run smoothly.

About the BBPDX Role

The Executive Assistant is a core part of our organization, which also includes a full-time Chief Collaboration Officer, and will soon have a half-time Associate Director. The organization is also supported by 1) event management contracts, 2) contract communications professionals, 3) a committed network of skilled volunteers, and 4) an engaged and thoughtful Board currently in transition from a working board to a governing board.

About the SwitchboardHQ Role

The Executive Assistant is tasked with keeping our CEO organized, well-scheduled, and properly connected to contacts. There will be tasks of extra-curricular and random nature not listed here; the ideal candidate must be flexible and reliable.

Essential Duties

Executive Support

• Manage calendar of BBPDX CCO and SwitchboardHQ CEO, setting up meetings with contacts and ensuring adequate windows for CCO and CEO to conduct business of the organization. Prioritize appointments based on appropriate hierarchy and manage all communication around schedule.

• Manage organization of Switchboard CEO’s inbox, including labeling, prioritizing, and archiving

• Expedite communication with BBPDX members and member prospects

• Complete BBPDX CCO expense reports

• Provide clerical and administrative support as requested

• Follow-up with contacts after initial meetings via LinkedIn, email, other channels

Office management (BBPDX only)

• Manage administrative aspects of contractor and vendor relationships, ensuring proper documentation and timely payment

• Order supplies and maintain an inventory of collateral

• Maintain efficient and complete electronic records

Bookkeeping (BBPDX only)

• Record cash receipts and make bank deposits

• Pay supplier invoices in a timely manner

• Ensure accuracy and timely payment of outgoing invoices automatically generated by membership software

• Conduct a monthly reconciliation of BBPDX bank accounts

• Process payroll in a timely manner

• Prepare information for annual audit and tax form preparation with Associate Director

Member Relations (BBPDX only)

• Assist in high-touch (and sometimes repetitive) member stewardship activities such as preparing thank you notes

• Manage event registrations and communicate event details to members in a timely manner

• Attend all BBPDX events

Qualifications

• Three years experience working in Executive, Administrative and/or Office Management roles

• Expert-level skills in Microsoft Office Suite (Word, Excel and PowerPoint) and Google Apps for Business (Google Docs, Google Sheets, Google Forms, Gmail)

• Experience with CRMs, project management tools, website management, and finance software preferred

• Non-profit or customer-oriented background preferred

Skills & Knowledge

• Ability to self-start, work independently and achieve high standards to meet multiple deadlines

• Excellent communicator, including impeccable writing, speaking, editing, proofreading and computer skills, with great attention to detail. Our contacts are discerning and particular. This skill is a must.

• Strong calendaring, organizational and document management skills

• Work effectively and joyfully with colleagues in a team-oriented environment

• Excellent problem-solving skills

• Flexible and resourceful.

• Ability to complete a variety of tasks within a single day.

Compensation

• This is a non-exempt, hourly position offered at the rate of $20/hour.

• Benefits include generous paid time off, a stipend to purchase health care of your choice in the marketplace, a flexible work schedule, and the ability to work some of your hours from home.