Executive Assistant

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Job Description

Type: Full-time, 40 hours a week

Pay: $24.04 – $27.88/hour DOE

Job Location: Office located in McMinnville

Reports to: Executive Director

Hiring timeline: Applications will be accepted until August 5, 2023, at 5:00 P.M.

About Unidos Bridging Community

Founded in 2012, Unidos Bridging Community (Unidos) is a growing, diverse and welcoming nonprofit organization. Our mission is to promote the integration, participation, representation, and success of Latino individuals and families in Yamhill County; and build bridges of understanding and support among Latinos and non-Latinos. Unidos’ values are integrity, equity, humor, teamwork, and learning. You can find more information about our programs at www.unidosyamhillcounty.org.

The office of Unidos is in downtown McMinnville with convenient access to a variety of small shops, coffee and tea spots, and popular restaurants. The office enjoys a dedicated parking lot with easy access, and several stops for the local public transportation system are within walking distance. The office building has multiple offices, and our tenant neighbors are nonprofit organizations, a yoga studio, a chiropractor, an acupuncturist, and an accounting firm. The Lower City Park and Public Library are one block away and good spots to take breaks.

About Unidos Bridging Community, the people, and culture: Unidos staff includes: the Executive Director, Program and Office Coordinator, Oregon Health Plan Assister, and two Field Navigators. We do serious work and prioritize laughing and having fun in the workplace! We relish resting, celebrating successes, and sharing a meal with the people we serve. We dare to experiment with new ideas and strategies. Learning from past mistakes is vital to our work. Above all else, we support our team members’ goals and projects with pride and care. We work hard and play hard, too! Our monthly Team Activity Day focuses on strengthening relationships among staff members, relaxing, eating, and having a good time. Past activities include going to the beach, the Portland Art Museum, the Chinese Garden, Bullwinkle’s Family Fun Center, Tillamook Ice Cream and Creamery, celebrating cultural holidays, enjoying a potluck, hiking, Tibetan tea foot soak, and yoga. Staff wellness is an integral part of our culture. We have policies and practices to support our wellness.

Position Summary: The Administrative Assistant directly supports the Executive Director and the organization’s daily operations.  The position is responsible for creating a seamless implementation of administrative duties that contribute to the success of the programs. Four main areas of responsibility include supporting the Executive Director with daily tasks and administrative responsibilities, managing expense reports for committed grants, office operation logistics, and staffing meetings for the Board of Directors.

Primary duties and responsibilities:

Planning and Learning  .075 FTE (3 hrs/week)

    • Participate in weekly check-in meetings with the Executive Director to review workload, learning, and progress of assigned work responsibilities.
    • Participate in the Leadership Team check-in meetings with the Executive Director and Program and Office Coordinator.
    • Identify issues and propose solutions to the Leadership Team.
    • Develop and implement an individual work plan that includes activities to track progress on the responsibilities below:

Grant Expense Reporting .1 FTE (4 hrs/week)

    • Manage an internal system to track grant expense reports and support the Executive Director to meet deadlines.
    • Assemble monthly expense report files, gather required documentation, send report templates to the Executive Director, and submit final drafts. 

Office Operations .2 FTE (8 hrs/week)

    • Input donor interactions and donations in the Fundly CRM program.
    • Assist Executive Director with updates to the donor appreciation letter quarterly. 
    • Review of the organization’s general email, phone line, and social media accounts and respond to messages and inquiries, daily.
    • Support the citizenship class volunteer coordinator with logistics to implement the classes virtually via Zoom as needed. 
    • Schedule staff meetings and handle meeting logistics (catering, room setup, and breakdown).
    • Provide general assistance to team members with Google Suite.
    • Office supply management and ordering – (stationery, office supplies, water cooler orders, snacks/coffee, toner, copy paper, P.P.E.)

Board of Directors Coordination .125 FTE (5 hrs/week)

    • Gather operation reports and financial reports and assemble meeting packets.
    • Onboard and orient new Board members.
    • Manage the Board roster, update Board member contact information, term date, and committee membership data.
    • Schedule Board meetings, send invites and meeting packets, and archive meeting minutes.
    • Manage the annual calendar for the Executive Director and Board of Directors performance review, Officer nominations, term limits, etc.
    • In collaboration with the Executive Director, provide quarterly review and maintenance of governance documents, including bylaws, board policies, board donations, and board member status.

Executive Administration Support 0.5 FTE (20 hours/week)

    • File and retrieve documents and contracts. 
    • Coordinate all staff meetings and agendas.
    • Monitor and review incoming mail and other correspondence on behalf of the Executive Director. Uses discretion and professional judgment in drafting responses and following up on communications as appropriate.
    • Coordinate all meetings for the Executive Director, including arrangements for facilities and catering and invitations for internal and external participants, both on-site and off-site.
    • Plan travel, expense report tracking, reimbursement processing, invoices, and purchase orders.
    • Screen and manage the flow of documents, contracts, and invoices sent to the Executive Director and use independent judgment to redirect them when appropriate.
    • Provide expert proofreading for all correspondence and reports as needed.
    • As needed, screen Executive Director’s email in their absence and keep them abreast of all business requiring their attention long-distance; assist in making necessary communications arrangements.
    • Manage Leadership Team meeting scheduling, planning, and minutes.
    • Support timely filings with state, federal, and other regulatory bodies.
    • Oversees and supports other administrative projects for the accounting, H.R., and I.T. as assigned by the Executive Director. 

Qualifications, Essential Skills, and Abilities

    • Associate’s or Bachelor’s Degree in business administration, political science, or similar fields.
    • A minimum of 5 years of experience in executive management support, administrative or project management positions, or equivalent work experience.
    • Experience in a non-profit organization is desirable.
    • Excellent verbal and written communication skills are required.
    • Superior skills in the scheduling and planning of meetings.
    • Must be detail-oriented, with strong organizational skills to manage a continuous workflow in a high volume, multi-tasking environment, and able to adhere to and meet deadlines with high accuracy.
    • Excellent office technology skills: in-depth knowledge of Microsoft Office and Google Suite programs.
    • Skilled in preparing Excel or Google Sheet reports (not developing data) containing financial information.
    • Experience managing complex electronic files on the network and submitting sensitive documents with approved external confidentiality protocols.
    • Ability to work with little or no supervision.
    • Ability to deal with sensitive situations with tact and well-reasoned judgment under pressure. 
    • Excellent interpersonal skills and ability to interface effectively with internal and external parties in a highly professional manner.
    • Ability to maintain the highest level of confidentiality and handle sensitive material concerning the organization and its employees.
    • Experience reviewing complex legal documents.
    • Experience managing communications regarding annual budgeting processes.
    • Experience working with board committees and preparing and distributing meeting agendas, materials, and minutes.
    • Cultural agility skills are strongly desirable to work effectively and respectfully with diverse people, teams, and communities.

Work environment condition and administrative requirements:

    • Apply safety practices (including COVID-19)  in all facets of performing duties, and contact emergency services as needed.
    • After 180 days of employment, this position may be assessed as having an option to work remotely one or more days per week with the Executive Director’s approval.
    • Valid Oregon driver’s license and reliable, insured vehicle is required. 
    • Ability to lift 10-30 lbs.
    • Frequent use of P.P.E., keyboard, monitor, mouse, and the telephone.

Unidos Bridging Community compensation offers: 

    • Medical, dental, and vision health benefits.
    • 20 annual paid time off days, eight annual paid holidays, and eight hours of sick time accrued monthly.
    • Mileage reimbursement.

To Apply: Please submit a resume and cover letter detailing your interest in this position. The cover letter must specifically address how you meet the qualifications, experience, and other work requirements. Please include your first and last name and position title “Administrative Assistant in the subject line and send it to Miriam Vargas Corona, Executive Director, at miriam@unidosyamhillcounty.org

It is the policy and commitment of Unidos Bridging Community that it does not discriminate based on an individual’s race, creed or religion, color, ethnicity, national origin, religion, sex, sexual orientation, gender expression, age, physical or mental ability, marital status, and any status protected by law.