Oregon Humane Society
Executive Assistant & Board Liaison
Oregon Humane Society, Portland, Oregon, United States, 97204
About the Oregon Humane Society
Founded in 1868, Oregon Humane Society (OHS) is the Northwest's oldest and largest animal welfare organization with one of the highest adoption rates in the nation. We are working toward our vision of a world where all animals are treated with compassion, kindness, and respect. With campuses in Portland and Salem, OHS is an Oregon-based nonprofit that relies on donor support for its adoption, education, medical and humane law enforcement programs. Visit oregonhumane.org to learn more about how we are creating a More Humane Society.
The Position
Reporting directly to the President and CEO, the Executive Assistant and Board Liaison provides executive support in a one-on-one working relationship. The Executive Assistant and Board Liaison serves as the primary point of contact for internal and external individuals on all matters pertaining to the Office of the President and CEO. The Executive Assistant and Board Liaison also serves as a liaison to the board of directors and executive team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
The Executive Assistant & Board Liaison must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven and results-driven. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
The Executive Assistant and Board Liaison will have the ability to work independently or lead on projects and must be able to work under pressure at times to manage a wide variety of activities and confidential matters with significant discretion.
Essential Responsibilities
EXECUTIVE ASSISTANT
Completes a broad variety of administrative tasks for the President & CEO including managing an extremely active calendar of appointments; managing technology; completing expense reports; composing and preparing correspondence and presentations that may contain confidential information; arranging complex and detailed professional and personal travel plans, itineraries, and agendas; and compiling documents for travel-related engagements.
Plans, coordinates, and ensures the President & CEO's schedule is followed and respected.
Variety of special projects for the President & CEO.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal and professional correspondence, and other tasks that facilitate the CEO's ability to effectively lead.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
BOARD LIAISON
Serve as primary point of contact for all Board members, Executive Committee and other committees, and Board related matters.
Maintain discretion and confidentiality regarding all Board and Executive Committee activities and members of the board.
Provide administrative and strategic support regarding Board matters; and attend all Board Meetings, creates presentations, prepare, and distribute minutes, agendas, and board books.
Maintain records of board meetings, committee activities and motions of the board.
Minimum Qualifications
Five years of experience supporting C-Level Executives.
Experience and interest in internal and external communications and partnership development.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
Strong written and verbal communication skills.
Elevated level of emotional maturity and emotional intelligence.
Proven ability to manage confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Able to exercise sound judgment and maintain a professional demeanor during all interactions with the public, partner agencies, donors, staff, and volunteers.
Work Environment Conditions & Physical Requirements
This position interacts and collaborates with all levels of the organization, including OHS staff, executive team members, donors, general-public, external vendors, volunteers, and supporters. Contact and communication is carried out through face-to-face, telephone and digital interactions. Excellent customer service skills are essential to success.
WORKING CONDITIONS
Work is performed in an office and medical center/animal shelter environment.
Travel between the two campuses required.
Occasional weekend and evening work required.
Animal contact and related injuries may occur.
Contact with angry or emotional people may occur.
Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. We strive for a culture of integrity, respect, and compassion where every member of our community contributes their perspectives and authentic selves and where everyone reaches their potential as individuals and teams.
Equal Employment Opportunity
Oregon Humane Society is an equal opportunity employer that does not tolerate discrimination on any basis.
At-Will Employment
This position description in no way states or implies that these are the only duties performed by the employee occupying this position.
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Founded in 1868, Oregon Humane Society (OHS) is the Northwest's oldest and largest animal welfare organization with one of the highest adoption rates in the nation. We are working toward our vision of a world where all animals are treated with compassion, kindness, and respect. With campuses in Portland and Salem, OHS is an Oregon-based nonprofit that relies on donor support for its adoption, education, medical and humane law enforcement programs. Visit oregonhumane.org to learn more about how we are creating a More Humane Society.
The Position
Reporting directly to the President and CEO, the Executive Assistant and Board Liaison provides executive support in a one-on-one working relationship. The Executive Assistant and Board Liaison serves as the primary point of contact for internal and external individuals on all matters pertaining to the Office of the President and CEO. The Executive Assistant and Board Liaison also serves as a liaison to the board of directors and executive team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
The Executive Assistant & Board Liaison must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven and results-driven. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
The Executive Assistant and Board Liaison will have the ability to work independently or lead on projects and must be able to work under pressure at times to manage a wide variety of activities and confidential matters with significant discretion.
Essential Responsibilities
EXECUTIVE ASSISTANT
Completes a broad variety of administrative tasks for the President & CEO including managing an extremely active calendar of appointments; managing technology; completing expense reports; composing and preparing correspondence and presentations that may contain confidential information; arranging complex and detailed professional and personal travel plans, itineraries, and agendas; and compiling documents for travel-related engagements.
Plans, coordinates, and ensures the President & CEO's schedule is followed and respected.
Variety of special projects for the President & CEO.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal and professional correspondence, and other tasks that facilitate the CEO's ability to effectively lead.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
BOARD LIAISON
Serve as primary point of contact for all Board members, Executive Committee and other committees, and Board related matters.
Maintain discretion and confidentiality regarding all Board and Executive Committee activities and members of the board.
Provide administrative and strategic support regarding Board matters; and attend all Board Meetings, creates presentations, prepare, and distribute minutes, agendas, and board books.
Maintain records of board meetings, committee activities and motions of the board.
Minimum Qualifications
Five years of experience supporting C-Level Executives.
Experience and interest in internal and external communications and partnership development.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
Strong written and verbal communication skills.
Elevated level of emotional maturity and emotional intelligence.
Proven ability to manage confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Able to exercise sound judgment and maintain a professional demeanor during all interactions with the public, partner agencies, donors, staff, and volunteers.
Work Environment Conditions & Physical Requirements
This position interacts and collaborates with all levels of the organization, including OHS staff, executive team members, donors, general-public, external vendors, volunteers, and supporters. Contact and communication is carried out through face-to-face, telephone and digital interactions. Excellent customer service skills are essential to success.
WORKING CONDITIONS
Work is performed in an office and medical center/animal shelter environment.
Travel between the two campuses required.
Occasional weekend and evening work required.
Animal contact and related injuries may occur.
Contact with angry or emotional people may occur.
Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. We strive for a culture of integrity, respect, and compassion where every member of our community contributes their perspectives and authentic selves and where everyone reaches their potential as individuals and teams.
Equal Employment Opportunity
Oregon Humane Society is an equal opportunity employer that does not tolerate discrimination on any basis.
At-Will Employment
This position description in no way states or implies that these are the only duties performed by the employee occupying this position.
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