Executive Assistant

Job Type

Full Time

Published

08/29/2018

Application Deadline

09/30/2018

Address

Portland
Oregon
United States

Description

College Housing Northwest (CHNW), a nonprofit developing and managing housing for college students, is seeking a self-starting organizer who likes working with executive managers and board members to join our team. CHNW has a fantastic volunteer board of directors who actively support the organization. The Executive Assistant will work with the Executive Director to assure the CHNW board of directors is well-supported, informed, and engaged. Monthly committee meetings, quarterly board meetings, an annual retreat, an annual business dinner, a board and staff mixer, and an annual appreciation party represent the gambit of activities the board of directors engages in each year. The Executive Assistant will plan, schedule, and assure well-organized positive experiences for these events as well as manage a monthly newsletter. The Executive Assistant also provides necessary day-to-day support of the organization's directors; the Executive Director, the Director of Finance, and the Director of Property Operations. The Executive Assistant will also assure the smooth operations and organization of the corporate offices.


CHNW is a positive, dynamic workplace with engaged staff in a very collaborative environment of high-achievers. The Executive Assistant is a vital part of daily corporate operations and will take ownership of their role as assistant to the board providing process improvement, organizational improvements, and positive and productive relationships with the board and management team.


Job Title: Executive Assistant

Team: Corporate

Supported by: Executive Director

Type: Full-Time

FLSA: Non-Exempt

Hours: 40 hours per week – 1.0 FTE


Position Overview  

As the Executive Assistant you will be responsible for performing day to day administrative tasks for the Executive Director, the Board of Directors, and the Corporate Office. This role has a significant cross-collaboration element requiring the Administrator to work with all CHNW Staff, Managers, Directors, board members, and individual stakeholders throughout the organization.  

 

Essential Job Functions

The information provided below encompasses the functions and capabilities linked with this position.


Duties and Responsibilities  

Responsible for providing support to the Executive Director, and other Leadership staff as requested:  

  • Serve as the primary point of contact on behalf of the Executive Director and the Board of Directors. 
  • Schedule and organize meetings, appointments, events, etc. 
  • Oversee incoming correspondence and inquiries, routing relevant information to the leadership team. 
  • Create ad hoc reports, documents and other relevant items as requested. 
  • Work on projects and initiatives assigned by the Executive Director and leadership team. 

Responsible for providing support to Board and Committee Services: 

  • Serves as the first point of contact for all Board of Directors (BOD) and Committee member inquiries. 
  • Provides administrative support to the Board of Directors and Board Committees, including correspondence, organizing and attending meetings, taking minutes and capturing and following up on action items. 
  • Responsible for maintaining the Board Calendar and coordinating all meetings and events related to the Board of Directors, including the annual Board of Directors Retreat. 
  • Coordinates and executes new Board Member recruitment and onboarding. 
  • Manage the Board of Directors annual budget and ensure that expenses do not exceed the annual budget. 
  • Organizes all Board related documents and policies and ensures they are easily accessible 
  • Initiates and executes Board related projects and initiatives as needed 
  • Ensure that all board-related projects and tasks are communicated to the appropriate stakeholders. 

Responsible for providing Office and Administrative support: 

  • Serves as the first point of contact for the CHNW Corporate Office 
  • Provides administrative support for the Corporate Office including routing calls and addressing and items that arise related to the Corporate Office 
  • Serves as the point of contact with the 200 Market building property manager 
  • Coordinates required property inspections and office maintenance and improvements 
  • Ensures the cleanliness of the Corporate office and kitchen 
  • Work with the corporate office building property manager to provide building access to corporate employees and external stakeholders with building access cards, keys, security list access, and parking validation stickers 
  • Assists Corporate Office Staff as needed 

Performs additional duties as assigned 


Education & Experience Requirements

  • Minimum 2-3 years of office or administrative experience 
  • Bachelors degree or equivalent  
  • Experience working with a Board, senior managers, or equivalent  
  • Demonstrated proficiency in Microsoft Office Suite 


Skill Profile

The individual in this position is expected to possess and utilize their:  

  • Attention to Detail Skills: You notice and remember the nuances and tap into the details to work effectively 
  • Organization Skills: You can proficiently manage multiple deadlines and priorities  
  • Critical Thinking Skills: When something doesn’t work, you are able to either fix the problem or find an effective and efficient work-around – you know when to ask for help 
  • Vocally Engaged: You’re not afraid to speak up in Senior level meetings, seeking clarification on actions, decisions, or other key elements needed for records and follow-up 
  • Customer Service Skills: You have proven experience delivering exceptional customer service in high stress situations  
  • Confidential Skills: You understand the importance of confidentiality and know when information of the highest level requires the utmost care and discretion 
  • Technical Skills: You “get” technology and have strong computer and systems skills, and can learn new technologies as needed 
  • Communication Abilities: You absorb and process what you hear and see quickly and communicate relevant information in a manner that is readily understood by the intended audience, including customers and team members. You’re able to write, read, speak, and understand English fluently 
  • Administrative Skills: You have tact and the ability to work with the highest levels in the organization. You can remain focused and record appropriate notes and minutes during meetings and events 


Capability Requirements 

The following capabilities are required to perform the essential functions of this position:

Majority of work is completed in a general office environment with exposure to moderate levels of noise in a well-lit, well-ventilated and fast paced environment; continuously required to read computer screen. Travel is required 10% or less, but will vary depending on future expansion projects.  


This position will be open until filled.  


Learn more about us, including the communities we serve and the benefits we offer at http://chnw.org/ 

College Housing Northwest is proud to be committed to hiring a diverse and inclusive workforce that drives innovation and opens access to various perspectives, ideas, and backgrounds. As part of our commitment to a diverse and inclusive workforce, College Housing Northwest provides equal employment opportunities. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, national origin, age, protected veteran or disabled status, genetic background, or any characteristic that is protected by applicable local, state, or federal laws. 

Professional Level

Professional

Minimum Education Required

4-year degree


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