Administrative Assistant

Portland Japanese Garden – a 501(c)(3) non-profit in Portland, Oregon – is hiring for a full-time Administrative Assistant who will support the Director of Japan Institute (Director of JI) & Arlene Schnitzer Curator of Culture, Art, and Education (Curator of CAE) (dual role held by one person). This position will report to the Director of JI & Curator of CAE, and requires professionalism, attention to detail, flexibility, and a proactive, service-oriented attitude. The professional in this position should enjoy keeping people organized and creating systems to help departments run more efficiently.

This position will work from the primary Garden campus, located at 611 SW Kingston Avenue.

Primary Duties

• Provide high-level administrative support to the Director of JI & Curator of CAE, and their respective departments (Arts & Culture, Japanese Garden Training Center, Japan Office [International Exchange Forum])
• Maintain and manage the Director of JI & Curator of CAE’s calendar, proactively addressing schedule conflicts and appropriately prioritizing appointments
• Correspond with key contacts and coordinate in-person and remote meeting logistics on behalf of Director of JI & Curator of CAE
• Support travel for the Director of JI & Curator of CAE by assisting in scheduling meetings, preparing gifts and collateral material, and collaborating with Development Department to procure in-kind materials as needed
• Assist with hospitality for Japan Institute guests including donors, government officials, journalists, vendors, etc.
• Collaborate closely with the Executive Office to support hospitality and scheduling for high-level VIP visits and meetings
• Track expenses and submit expense reports (e.g., monthly credit card reports).
• Order and manage inventory of department office supplies and organizational collateral (e.g., brochures, books)
• Coordinate, attend and take notes for both department and interdepartmental meetings (e.g., status, event planning, other ad-hoc meetings)
• Assist in data reporting in Excel (e.g., admissions, event attendance, survey results)
• Support programming activities, art exhibitions, and development events as necessary

Other Responsibilities

• Familiarize oneself with the organization and the Employee Handbook
• Get to know fellow staff members, developing trust, establishing credibility, encouraging teamwork, and creating an atmosphere of open, honest, two-way communication
• Serve as a role model for Garden volunteers, providing support and encouragement to volunteers in their roles across the Garden
• Maintain a high level of professionalism in manner and appearance
• Adhere to Garden Dress Code and wear Garden uniform (business casual)

Qualifications

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the position, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for this role.

• High school education minimum; college education preferred
• General knowledge of office environments
• Proficient in email communication and scheduling (Portland Japanese Garden uses Outlook)
• Proficient with Microsoft Office Suite, including Word and Excel
• Detail oriented with exceptional organization skills
• Ability to remain flexible with shifting priorities
• Ability to maintain confidentiality with sensitive information
• A proven track record of working well with others, adapting to others’ work styles, and professional interactions with co-workers, guests, and/or vendors
• Strong listening skills, giving full attention to what other people are saying or asking, taking time to understand the points being made, and asking questions when appropriate
• Service orientation, actively looking for ways to help others
• Excellent communication skills

Special Requirements

• Personal passion for Japanese culture and history, art and design, travel, and/or landscape design and horticulture are a plus
• Must have a valid driver’s license and safe driving record
• Must be able to remain in a stationary position and/or move about the Garden for several hours

Compensation & Schedule

• Wage: $20.00-21.50/hour
• This is a full-time, hourly position with approximately 40 hours per week. Shifts are typically 8 hours (plus ½ hour lunch), Monday – Friday, with occasional evenings and weekends worked as needed
• Benefits:
  • health, dental, and vision insurance (premium 100% covered for employees), with partial deductible reimbursement
  • 401k plan (after 6 months, with 4% employer match after 1 year)
  • flexible spending accounts for medical and dependent care expenses
  • paid time off:
    • vacation: 2 weeks per calendar year to start, with regular increases
    • wellness: 10 days per calendar year
    • holidays: 10 holidays per year
  • free access to the Employee Assistance Program (EAP)

Transportation

The Garden is located at 611 SW Kingston Avenue, in Washington Park. Below are the transportation options for staff commuting to the Garden:

• Parking: Staff may park in the numbered spaces throughout Washington Park, which require payment. Additionally, staff may request parking permits from Washington Park. The Garden subsidizes a portion of the cost for parking permits; the cost for staff is $75 during the high season (March – September) and $50 during the low season (October – February).
• Bus Passes: For staff who take public transit as their primary means of commuting to the Garden, we provide paid bus passes. Full-time staff receive a monthly TriMet pass, and part-time staff receive daily passes, based on their work schedule.
• Transportation Stipend: Staff who take any form of alternative transit to get to work qualify for a $5 daily stipend. This includes taking public transit, walking, biking, carpooling, or getting dropped off. The only staff who do not qualify for the stipend are those who are receiving a bus pass through the Garden.

Applications

To apply, please submit a resume, cover letter, and three work-related references through our online Career Center. Incomplete applications will not be considered. Please no phone calls or hand delivered applications. Applications will be accepted until the position is filled.

All submitted applications will be held in confidence.

We encourage all potential applicants to watch our video entitled “Come to Understand: Welcome to Portland Japanese Garden” (5:56 minutes).

• health, dental, and vision insurance (premium 100% covered for employees), with partial deductible reimbursement
• 401k plan (after 6 months, with 4% employer match after 1 year)
• flexible spending accounts for medical and dependent care expenses
• paid time off:
  • vacation: 2 weeks per calendar year to start, with regular increases
  • wellness: 10 days per calendar year
  • holidays: 10 holidays per year
• free access to the Employee Assistance Program (EAP)