Executive Assistant

Who We Are:

We’re a nonprofit, nonpartisan environmental organization with deep roots dating back to 1968. Our work is grounded in fostering equitable, forward-thinking solutions to the environmental challenges facing us today – and tomorrow. We envision a future where every Oregonian enjoys equitable access to the healthy air, water, climate and community needed to thrive. To realize this vision, we’ve built a team of dedicated champions to support policies and practices centered in environmental protection and justice.

We’re in it for the long haul — but we’re not in it alone. We partner with coalitions and organizations across the state to actualize real change. Together, we’re charting a course toward a world where our environment is protected, communities flourish, and the planet is cherished for generations to come. Join us in our mission to safeguard Oregon’s natural legacy, and create a more sustainable future for all. We build teams, celebrate successes, launch impactful campaigns and have fun along the way.

Position Summary:

Oregon Environmental Council (OEC) is seeking an Executive Assistant to support our Executive Director (ED) and Board of Directors, and to perform a variety of recurring administrative tasks throughout the organization. The Executive Assistant will report directly to the ED, while also taking some direction from both the Director of Development Operations and the Director of Finance and Administration.

Who You Are:

Our ideal candidate is eager to contribute to OEC’s mission by directly supporting both our leadership and the fundraising and administrative functions that are so critical to our work. You have experience directly supporting an executive and are comfortable juggling a variety of tasks. You are very proficient with standard business software. You experience satisfaction completing administrative tasks. You have attention to detail and like to track loose ends to a tidy conclusion. You have good judgment, knowing when to take action independently and when to seek approval before proceeding. You are professional and personable; you maintain confidence and positivity. You understand that our people – board, staff, and donors – are the lifeblood of our operation, and are committed to maintaining the flexibility necessary to support them.

Essential Duties and Responsibilities:

Executive support: Executive Director (~25%)

• Schedules and supports meetings; arranges occasional travel
• Tracks documents that require ED signature
• Reconciles ED credit card transactions (attach receipts and provide coding for expenses)
• Performs special projects, such as directed research or information gathering
• Drafts messages, monitors emails
• Monitors Asana tasks, develops templates
• Other duties as assigned

Liaison to Board of Directors (~25%)

• Serve as primary point of contact with Board members for general questions or administrative needs
• Support scheduling of Board meetings, including Committee meetings
• Arrange logistics for quarterly Board meetings, including hotel reservations & travel arrangements as needed
• Prepare and distribute meeting packets for full Board & Executive Committee meetings (agendas & materials)
• Take minutes at Board & Executive Committee meetings
• Manage and implement systems that support board engagement and information sharing
• Maintain Board records/archives
• Other duties as assigned

Administrative support: Membership & Development (~25%)

• Prints and mails out renewals, acknowledgment letters, new member welcome packets, and other gift fulfillment to OEC members. Ensures the timely recognition of gifts via mail and phone.
• Assists in the planning and execution of member events and outreach
• Designs and assists in the implementation of donor stewardship strategies
• Manages supply inventory, including ordering and restocking materials to support development team operations.
• Routinely interacts with donors via phone and email, including scheduling in-person meetings and phone calls between Development team members and external partners and donors.
• Other duties as assigned, including copying/scanning, filing, and mailing

Administrative support: Finance & Operations (25%)

• Weekly: retrieve and upload all recurring bills; enter invoices into the accounts payable system
• Bi-weekly: retrieve and open mail; deposit checks
• Monthly: retrieve and upload all bank statements; complete first line review of all credit card transactions; provide other support to monthly accounting close process;
• Annually: assist with audit preparation
  • As needed: first responder to inquiries by phone / email
• Other duties as assigned, including copying/scanning, filing, and mailing

Qualifications:

Required Experience and Education

• Minimum two years of administrative experience in an office setting
• Experience directly supporting an executive

Required Skills, Abilities and Qualities

• Strong organizational and time management skills; ability to work under pressure and manage multiple projects and deadlines while keeping a “big picture” view
• Outstanding written and oral communication skills
• Demonstrated commitment to expanding cultural awareness and advancing justice, equity, diversity, and inclusion within the organization and as part of programmatic work; a commitment to continued learning and working against institutional and structural racism
• Highly proficient with Google Suite and Microsoft Office (specifically text documents and spreadsheets), PDF documents and editors, and project management software such as Asana
• Entrepreneurial approach; ethic of continuous improvement, self-motivation, and initiative
• Detail-oriented with high standards for accuracy
• Keen problem-solving skills
• Ability to work independently
• Excellent interpersonal and relationship-building skills; an eagerness to work collaboratively in a dynamic team environment; flexible attitude
• A passion for OEC’s mission and the environment
• Energized to support Oregon Environmental Council’s Values and Beliefs and workplace culture as described in our Team Charter
• Demonstrated ability to maintain strict confidentiality of highly sensitive information, and to exercise a high degree of tact, discretion, and diplomacy in sensitive situations; ability to prepare and maintain accurate, concise, and confidential records

Desirable Additional Qualifications

• Experience working in a nonprofit setting with a mission-driven staff and board
• Achievement of a higher education degree

Other Details:

Travel: This position may require some travel around the state. OEC encourages travel by sustainable modes, e.g., walking, bicycling, taking transit, and carpooling; neither a driver’s license nor access to a personal vehicle is required.

Work Schedule: Our office hours are Monday through Friday 9:00AM-5:00PM, however this role requires the ability to be flexible about one’s schedule and work hours. This role may occasionally require excess hours in order to achieve deliverables.

Physical: This job operates in a professional open-floor office environment with a moderate level of noise associated with personal conversations and office machinery. The employee must be able to see, hear, and talk and have the physical ability to move around, lift light objects, and use standard office equipment such as computers, phones, photocopiers, and filing cabinets.

Salary and Employment Benefits:

The full salary range for this position is currently $26 – $35 per hour. Starting salaries are usually in the first half of the full range. Offers are made based on an assessment of the candidate’s skills, experience, and abilities in relation to the job description, and also in relation to peer roles in the organization.

OEC endeavors to increase all staff wages annually to account for cost of living as well as to recognize and honor experience gained over time. We review and adjust the organizational pay scale every 2-3 years. Employees can expect to move up in the range for their position’s pay grade as they gain more experience in their roles.

OEC offers a collaborative, team-oriented, flexible, family-friendly workplace. Excellent benefits include:

• Generous paid leave, including 4 weeks of vacation (3 in first year), Fridays off in August, 11 fixed holidays, 4 personal days, and 12 sick days annually
• 401k contribution (up to 6% after the first year)
• Employer-paid medical and dental coverage for employee, with significant employer support for dependents’ coverage

At OEC, you will learn a lot, laugh a lot, and feel great about helping Oregon communities become better, healthier places to live.

TO APPLY:

The application deadline is September 28th.

You will be asked for a cover letter & resume to complete your application.

This role requires a physical presence at OEC’s office in Portland, OR – you must be a resident of Oregon, or establish Oregon residency upon hire.

Please complete your application via our job portal

We will start to review applications on September 29th, three weeks after the initial posting date, and are seeking to hire by mid October.

ADA Accommodations: If you identify as a person with a disability and would like to request a reasonable accommodation when applying for this job, please email info@oeconline.org or call 503-222-1963 x100 for assistance.

Equal Employment Opportunity: Oregon Environmental Council provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, gender assignment, gender identity or expression, national origin, (dis)ability status, genetics, protected veteran status, sexual orientation, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

JOB POSTING SUMMARY

Title: Executive Assistant

Status: Regular

FLSA Classification: Non-exempt

1. Hours: 0 full-time equivalent (.8 or .9 negotiable)

Location: Portland, OR

Work type: Hybrid (at least T/Th in our Portland, OR office; option to work remotely when no in-person meetings require support)

Reports to: Executive Director

Supervisory Responsibilities: none

Opening Date: 2025-09-04

Deadline: 2025-09-28 (seeking to make a hire by mid October)

Full Salary Range: $26-35/hr (salaries usually start in first half of range)