Job Title: Executive Assistant
Reports to: Director of Finance and Operations and Executive Director
Salary Range: $37,500 - $45,000/Annually
Work Environment: You will work in-person at our office headquarters and will ensure the front desk has coverage during all operational hours.
To apply: Please fill out the questions and attach your resume and cover letter here: https://podio.com/webforms/26260248/1979738
Applications submitted via email will not be considered. Applications will be accepted until the position has been filled. Please send questions to Sean.firstname.lastname@example.org or email@example.com.
Organization Background & Description: The Black Parent Initiative (BPI) is an innovative nonprofit agency providing comprehensive services to parents of African American, African, Black, and/or Black Multi-Ethnic children age 0 to eighth grade in the Portland metro area. These children and their families – who are beautiful, capable, resilient, and brilliant – are often impacted by historical forced displacement, racism, poverty, houselessness, and mental illness. Our unique, relationship-based approach builds community strength in children, youth, and families by focusing on optimal health, parent education, and cultural identity development. We ensure parents and caregivers have the necessary resources to help their children succeed.
Our programs and services include:
- School-Based Learning Communities - Improves relationships between African American, African, Black, and Multi-Ethnic families and schools and educators by facilitating culturally specific family engagement and advocacy training opportunities.
- Black Family Resource Center 2.0 – Provides educational resources and parent and community advocacy support to meet the educational needs of the African American, African, Black, and Multi-Ethnic communities in Portland.
- Sacred Roots Mobile Doula and Lactation Services (First 1,000 Days) - matches African American, African, Black, and Multi-Ethnic pregnant women with culturally representative doulas, who work with each mother to maximize positive birth outcomes.
- Together We Can Home Visiting (First 1,000 Days) - provides young parents from low-income communities with intensive, culturally specific home visiting services, group-based support, education, and community engagement.
Position Overview: The Executive Assistant supports the day-to-day program functions of the organization in the areas of administration, executive support, organizational management, and data entry. This person will work closely with executive staff members to provide a variety of administrative supports.
Essential Job Responsibilities:
Office Management (70%)
- Answer and direct phone calls.
- Maintain a positive and professional relationship with community, staff, and families. This includes greeting and providing general support to BPI office visitors, such as providing information and in-office directions.
- Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies.
- Create and maintain a variety of records and/or documents - confidential and non-confidential. This includes developing and/or updating and maintaining an effective and secure filing system.
- Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
- Take accurate meeting minutes as needed.
- Develop new and update current administrative systems to increase efficiency.
- Resolve administrative problems as they arise.
- Receive, sort, and distribute the mail.
- Coordinate and oversee repairs, maintenance, and management of office equipment.
- Photocopy and print documents on behalf of BPI team members as needed.
- Prepare reports, memos, invoices, letters, and other documents using word processing, spreadsheet, database, and/or presentation software.
- Provide fundraising and event management support as needed.
- Maintain a variety of contact lists from participants to partners to funders.
- Assist in the preparation of regularly scheduled reports.
- Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies and/or groups.
Executive Support (20%)
- Write letters and emails on behalf of executive staff as needed.
- Schedule and coordinate meetings for executive leadership.
- Attend board meetings, taking notes and reporting back to executive leadership as needed.
- Take the lead in organizing and providing management support for special projects, as assigned by executive team members.
This list is non-exhaustive. Position includes other duties as assigned. (10%)
- At least two years of administrative and/or office management experience.
- Proven ability to take initiative and work independently (a “go-getter” who enjoys multi-tasking and problem solving).
- Robust oral and written communication skills (warm and professional via phone and email, able to create and manage a variety of documents, etc.).
- Proficient in Word, Excel, PowerPoint, OneDrive, and Google Drive.
- Experience scheduling appointments, writing and editing short text, drafting complex communications, and other administrative duties.
- Valid driver’s license and access to reliable transportation.
- Ability to handle multiple complex tasks with a high level of organization and attention to detail in a deadline-driven environment.
- In-depth emotional intelligence: demonstrated self-awareness, accurate self-assessment, sensitivity and empathy, openness, reliability, and consistency.
- Self-awareness and consciousness of one’s own cultural and racial identity.
- Self-motivated leader who can work independently, as well as part of a team.
- Ability to self-reflect and take feedback.
Additional Preferred Qualifications
- Experience working with nonprofits.
- Experience in a social service environment.
- Experience with event planning and execution