Administrative Assistant

Position Summary

The Administrative Assistant provides essential on-site support to the Executive Director and OPC operations. This includes managing daily administrative tasks, coordinating membership and program activities, supporting continuing education events, assisting with fundraising efforts, and serving as a welcoming in-person point of contact for members, candidates, volunteers, and the public.

Key Responsibilities

Executive Director Support (On-Site)

• • Manage scheduling, calendars, and meeting coordination.
  • Prepare documents, reports, presentations, and correspondence.
  • Assist with communications, research, fundraising tasks, and project tracking.
  • Monitor deadlines and organizational priorities.

Administrative Operations (On-Site)

• • Provide administrative support to OPC leadership.
  • Maintain confidential files and handle sensitive information with discretion.
  • Manage office supplies, mail distribution, and general office operations.
  • Welcome visitors and answer phone and email inquiries professionally.
  • Draft communications and maintain organized digital records.

Membership & Program Coordination

• • Maintain membership records, track dues, and update contact information.
  • Prepare membership reports and assist with joint-sponsorship activities.
  • Provide on-site logistical support for Continuing Education programs and special events.
  • Track attendance and evaluations and share results with leadership.

Additional Responsibilities (As Needed)

Marketing & Communications

• • Promote programs via website, listservs, newsletters, and social media.
  • Maintain online calendars and support event outreach.
  • Assist with quarterly newsletters and donor messaging.
  • Support website updates (WordPress, Drupal, Wild Apricot, or similar).

Fundraising Support

• • Assist the Executive Director with implementing fundraising strategies.
  • Coordinate on-site fundraising events and activities.
  • Maintain donor relationships, track contributions, and prepare reports.

Data & Information Management

• • Perform accurate data entry for membership, donor, and program records.
  • Create and maintain Excel spreadsheets for tracking and reporting.
  • Maintain current information in CRM and administrative databases.

Flexible Work Schedule

Paid Sick Time – In compliance with Oregon law, employees accrue 1 hour of paid sick time for every 30 hours worked, up to a minimum of 40 hours per year (eligibility thresholds apply based on employer size and location)