Executive Administrator and Board Liaison

Posted by
Portland, OR
Published 27 days ago

Position Title:  Executive Administrator and Board Liaison (A3)

Reports to: Executive Director

Location: Portland, OR 

Posting Date: 6/28

Application Deadline: 7/19

Anticipated Start Date:  8/10


Job Summary 

The Executive Administrator and Board Liaison is an indispensable member of the Ecotrust team, working at the confluence of leadership, governance, and day-to-day operations.  This role enables vibrant collaboration among our dynamic Board of Directors, Board committees, the Executive Director and leadership team, primarily by providing exceptional administrative and governance support.

Specifically, they support the Board of Directors and Executive Director in Board management, including planning and executing Board meetings, tracking Board workflow, onboarding new Board members, and keeping a clear understanding of bylaws. They also provide administrative and project management support to the Executive Director and limited admininstrative support to other leaders. 


Who you are 

You are a proactive, solutions-oriented collaborator with a deep personal commitment to building trusting working relationships in a multicultural, anti-racist environment. A successful candidate will have the highest ethical standards and a strong commitment to justice, equity, diversity and inclusion.



Board Liaison

  • Officer for the Organization and acting Board Secretary
  • Proactively support and enable Board and leadership to stay in compliance with Ecotrust By-Laws.
  • Assist with management of the budget for Board of Directors activities.
  • Provide administrative and logistical support for the Board, sub-Boards, and Committees.
  • Work with the Executive Director, Managing Director and Board Chair(s) to plan and execute Board meetings and retreats.
  • Manage the preparation of Board meeting agendas and compile relevant materials for all Board-centered meetings. 
  • Maintain all Board documentation, including recording Board minutes; Ecotrust book of minutes and organizing documents; and log of Board resolutions.
  • Make all Board meeting arrangements including business meeting needs, lodging, catering, securing appropriate venue, and travel.
  • Serve as a central point of contact for Board members and communicate business and scheduling updates. 

 Executive Support

  • Provide project management and/or coordination for work led by the Executive Director.
  • Contribute to the overall quality and development of the administrative support function at Ecotrust, including envisioning how that could evolve and grow over time.
  • Supports Board/ Executive Director in applying a racial equity lens to key decision points.
  • Organize and manage Executive Director’s calendar, appointments, meetings (including preparation) to ensure follow-through on commitments and deadlines.
  • Prepare internal and external correspondence on behalf of the Executive Director and maintain all correspondence files for donors and partners in our database.
  • Ensure all communications from internal and external audiences, to and from the Executive office, are handled in a timely manner and with a sense of discretion.
  • Manage travel and meeting logistics, including processing and reconciling receipts for expense reporting.
  • Engage in racial equity trainings and serve on related working groups with Board and staff.
  • Provide administrative support to the Managing Director as it relates to Board and governance for Ecotrust Investments.
  • Support fundraising strategies with Executive Director and Board by acting as a liaison between Executives and Development team.


Qualifications/Transferable Skills 

 *Transferable skills: any skills gained through education, work experience (including the military) or life experience that are relevant for this position.  

  • 5 years administrative experience providing Senior Executive or Leadership support
  • Experience working with a Board of Trustees (nonprofit experience preferred)
  • Ability to examine and reflect on your own racial/ethnic biases or prejudices and understand how that may impact your work
  • Demonstrated adherence to confidentiality protocols for sensitive written and verbal communications with a high level of discretion and professionalism
  • Exceptional organizational skills that require prioritizing and managing multiple demands and projects
  • Ability to make critical judgement calls that best serve Ecotrust’s mission and values
  • Technical proficiency with Google Suite, MS Office tools and virtual meetings and ability to act as liaison between IT provider and Executive Team and/or Board
  • Excellent written and verbal communication skills alongside the ability to work cooperatively and effectively with internal and external stakeholders of all races, with awareness of how our identities and values influence interactions 
  • Strong skills in time management and attention to detail
  • Authentic commitment to Ecotrust’s mission to inspire fresh thinking that creates economic opportunity, social equity, and environmental well-being. Commitment to advancing racial equity and addressing climate change.

Preferred but not required

  • Proficient with Raiser’s Edge or a comparable donor database
  • Previous demonstrated experience in project and budget management
  • Experience working or volunteering in a hybrid nonprofit/ for-profit or purpose driven businesses
  • Experience in nonprofit fundraising and/or client relations and business development
  • Experience in applying an equity lens in decision-making 


Additional Information 

Salary Range: $69,000-$80,000


Working Conditions:

  • Occasionally (~3/year) will be required to travel overnight, within the region, while accompanying the board of directors and/or to learn first-hand about Ecotrust’s mission impact
  • Engage in regular communication in person as well as through electronic means
  • Occasionally move up to 10 pounds
  • Work in a business setting of open cubicles, spend long hours at a computer.


We believe great benefits make work better: Ecotrust offers equity-centered benefits that strive to recognize employees as whole people and prioritize their overall wellbeing. Benefits include medical, dental, and vision insurance with employee contributions scaled to income, tax-deferred and Roth retirement plans with employer base contributions, term life insurance, and disability coverage. Ecotrust invests in employees' professional development and personal growth. We offer other fun perks like plentiful paid time off, summer Fridays, a week off over the winter holiday season, retreats, and summer fun days.

At the discretion of Ecotrust, relocation expenses may be reimbursed to the selected candidate.


COVID-19 Response: Ecotrust recognizes that the COVID-19 pandemic has disproportionately negative impacts on Black, Indigenous, and other people of color, immigrants, parents, caregivers, frontline workers, and others. While this position is a full-time position, Ecotrust will work with the final candidate to develop a schedule and workload that is manageable for them and their family during the pandemic, including reduced hours and working remotely until the pandemic is better controlled. We also offer paid sick leave for caregivers and those directly affected by COVID-19. Ecotrust recognizes these are unprecedented times and wants to remove any barriers that would prevent anyone disproportionately affected by the pandemic from applying.


Ecotrust is an Equal Opportunity Employer. We believe that a diverse staff of qualified, highly-skilled, and creative individuals is necessary to achieve the vision and mission of the project. We welcome and encourage applications from candidates who can contribute to the diversity of our workforce across a range of dimensions. Individuals who identify as Black, Indigenous, Latinx, Asian, Pacific Islander or other People of Color, people who are queer, trans, non-binary, people with disabilities, people who are immigrants, people from poor and working class backgrounds, and people who are/have been system-impacted are strongly encouraged to apply.

Click here to learn more about equity at Ecotrust, including our official equity statement and annual racial equity action plans and reports. We expect all our employees to share a commitment to justice, equity, diversity and inclusion, and always seek ways to improve how well we live these values. If we can make the application process easier through accommodation in the recruitment process, please let us know. Once you have applied, we welcome your feedback on how you have experienced our values around diversity, equity, and inclusion in the recruitment process.


Veterans' Preference: Under Oregon Law, qualifying veterans may apply for veterans' preference for this recruitment. The contact listed on the job announcement must receive all required documentation by the closing date of the recruitment. 


Accommodation under the Americans with Disabilities Act: We gladly provide reasonable accommodation to anyone whose specific disability prevents them from completing an application or participating in this recruitment process. Please reach out to the contact above in advance to request assistance. 


How to Apply: Please follow the instructions to the right. A resume and response to our questionnaire is required. Cover letters are optional and should be no more than 1-page maximum. 

The Selection Process:  In an effort to be as transparent as possible in our selection process as well as to help expedite bringing new staff on board, below is a tentative timeline of key events:

  • Review of Resumes: 7/20-7/21
  • Initial Screening Phone Interviews (via Zoom): 7/22-7/26
  • Face-to-face Interviews (via Zoom): 7/27-7/28
  • Reference checks: 7/29
  • Extend offer: 8/2

While we will proactively communicate these dates to you and any changes to them throughout the process, please consider placing tentative holds on your calendars for the initial screening and face-to-face interviews. 


Learn more: *Watch an Info Session about Ecotrust, this position, and others recorded June 21, 2021*


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Position Title:  Executive Administrator and Board Liaison (A3)

Reports to: Executive Director

Location: Portland, OR 

Posting Date: 6/28

Application Deadline: 7/19

Anticipated Start Date:  8/10


Job Summary 

The Executive Administrator and Board…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Professional Level


Portland, OR 97209, US

How to Apply

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