Organization: Native Arts & Cultures Foundation
City: Portland

Type: Full-Time
Primary Job Function: Administrative
Secondary Job Function: Program
Education: High School/GED

Description & Details

POSITION OVERVIEW

The Executive Administrator provides administrative support to President/CEO, Executive Project Manager and other assigned NACF staff as needed. The candidate works under the direction of the Executive Project Manager and assists that position and the President/CEO with daily responsibilities and special projects.

The candidate completes general clerical duties such as word processing, filing, answering messages and email, scheduling, data entry, travel arrangements and recording meeting notes. Displays independent judgment required to plan, prioritize and organize diverse workload.

This role is virtual.  The Native Arts and Culture Foundation maintains two offices in Vancouver, WA and Portland, OR for meetings.  All staff operate virtually and the support provided to the President/CEO and Executive Project Manager will be both virtual and in-person at meetings.

ESSENTIAL FUNCTIONS:

• Supports Executive Office (President/CEO and Executive Project Manager)
• Provides administrative support to the President/CEO: schedule meetings and events, coordinate travel (including managing travel arrangements), assist with written and other correspondence (email, letters, and phone calls) following up in a timely and appropriate manner as needed.
• Provides administrative support and communications pertaining to Board related meetings, activities and events, board travel arrangements.
• Maintains meeting and office spaces, setting up prior to meetings, ensuring a clean space, and stocking meeting supplies.
• Maintains, order/purchase office/equipment supplies; monitor all office equipment operation; troubleshoots failures by calling for repairs.
• Ease with computer technology (hardware and software), VoIP systems, mobile apps providing troubleshooting and usage support to NACF staff.
• Schedules and attends staff meetings, taking minutes and noting follow up items. Disseminates minutes after meetings.
• Assists in coordination of NACF events and actively participates on planning committees.
• Works independently and within a team on special and on-going projects at the request of the Executive Project Manager and President/CEO.
• Compiles receipts from President/CEO and enters them into organization’s online accounting system.
• Occasionally complete expense reports for board members based on receipts they have submitted.
• Assists President/CEO with filing of hardcopy and electronic documents and materials and transferring materials to the cloud.
• Travel with the President/CEO as needed.

SKILL and EXPERIENCE:

• Knowledge of nonprofit organizations, nonprofit administration and prior experience supporting and working with senior level management
• Must possess excellent interpersonal skills to handle sensitive and confidential situations, as position continually requires demonstrated poise, tact and diplomacy.
• Must be computer savvy and proficient with Microsoft Office Suite.
• Requires good communication skills; verbal, oral and written with supervisor, President/CEO, co-workers and constituents.
• Must have exceptional organizing skills.
• Must be a team player and establish and maintain cooperative and productive work relationships.

Last Updated: August 1, 2019