Job Type
Full-time
$22-$25/hour
Description
ABOUT US
For more than a century, the Oregon Historical Society (OHS) has served as the state’s collective memory, preserving a vast collection of objects, photographs, maps, manuscript materials, books, films, and oral histories. Our research library, museum, digital platforms, educational programming, and historical journal make Oregon’s history open and accessible to all. We exist because history is powerful, and because a history as deep and rich as Oregon’s cannot be contained within a single story or point of view.
OHS is seeking an Executive Assistant to support the Executive Director, Board of Trustees and staff.
You’ll ensure the activities of the Executive Director and Board of Trustees run as smoothly as possible by communicating clearly, keeping accurate and organized records, and catching all the details that others may miss. You’ll work with people at all levels of the organization who believe in the power of history to enhance our sense of belonging and home and spark lifelong learning and civic engagement that is vital to our shared future.
If you are organized, love supporting internal departments, thrive in a team environment, and believe in the mission of OHS, you’re encouraged to apply!
The Oregon Historical Society practices and promotes inclusiveness. We honor the diverse strengths, needs, voices, and backgrounds of all members of our community and are committed to the equitable treatment of all people and the elimination of discrimination in all its forms. We are committed to building a diverse workforce and strongly encourage applications from diverse candidates.
BENEFITS
We offer a comprehensive benefits package that includes:
· Health insurance (medical, vision, alternative care, prescription)
· Dental insurance
· Generous paid time off
· 4% matching 401(k) retirement plan
· Flexible spending accounts
· Long-term disability insurance
· Life insurance
· Employee assistance program
· Museum admission and lectures, programs and gift shop discounts
HOW TO APPLY:
Submit the following materials at: Oregon Historical Society - Job Opportunities (paylocity.com)
· Cover letter addressing how your personal and professional experiences have prepared you for this position
· Resume
Employment is contingent on passing a background check.
SUMMARY
The Executive Assistant is responsible for providing administrative and office management support to the Executive Director. The Executive Assistant serves as liaison to the Board of Trustees and is responsible for coordinating, scheduling, preparing the agenda and recording the meeting minutes of all Board committees. The Executive Assistant also supports the senior management team and staff as it pertains to general administrative functions of the organization.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Schedules Board of Trustees and committee meetings, prepares and distributes meeting agenda and packet, follows up with members on their attendance and/or meal choices, sets up meeting space, attends meetings, takes and transcribes meeting minutes and ensures all bylaws are being followed. Meeting topics of discussion include, but are not limited to, budget forecasting, strategic planning, collective bargaining updates and strategy discussions, and collections management.
2. Keeps institutional records of Board/committee meetings, manages Board/committee rosters and terms.
3. Provides general clerical support including, but not limited to, typing, filing, photocopying, preparing PowerPoint presentations, faxing and routine office duties, including incoming/outgoing mail and processing mail through the postage machine.
4. Handles confidential information with discretion, is adaptable to various competing demands, and demonstrates the highest level of customer service and response.
5. Proactively manages the Executive Director’s calendar including scheduling appointments, anticipating and managing workflow of day-to-day functions and special projects and files official correspondence.
JOB DUTIES
Executive and Board of Trustees Support
· Manages Executive Director’s correspondence via paper or email.
· Anticipates the Executive Director’s needs and gathers the appropriate people and resources to support them in addressing issues.
· Provides a bridge for smooth communication between the Executive Director and internal departments, building trust and offering support to senior management staff.
· Communicates with the Board President, members, and invited guests, to schedule appropriate meetings and conference calls. Meetings may include committee and/or Board members, staff, donors, partners and other stakeholders
· Transcribes and distributes Committee minutes and materials in an efficient and timely manner. Obtains approval for Committee minutes following the appropriate chain of command and works proactively to move the approval process forward.
· Works with Board President and Executive Director to plan the annual Board Retreat. Responsibilities include location selection, venue rental, lodging for guests, catering, identifying area attractions, booking guest speaker(s), planning guest tours, and setup for retreat meeting.
· Assists with the planning, writing, editing and dissemination of written, verbal and electronic internal and external communications by phone, e-mail, post, or delivery. Handles and maintains materials of a confidential nature for the President of the Board and Executive Director.
· Serves as a general source of information to staff, OHS Board members, external contacts and the general public regarding OHS and Board policies, programs and activities. Welcomes and attends to visitors that have meetings with the Executive Director. Screens calls for the Executive Director.
· Receives correspondence directed through OHS for the Board, and when appropriate refers them to the Board President or other individuals.
· On occasion, assists Committee Chairs with large projects. This includes, but is not limited to, the following: typing, photocopying, mailing, e-mailing and telephone correspondence.
· Organizes logistics for Board and Committee meetings: preparing set-up forms and floor plans as needed, and AV arrangements. Supports Committee Chairs and senior staff by providing meeting materials and presentations.
· Provides and/or orders refreshments for Board and Committee meetings, and, when needed, removes trash and materials when done. Moves conference room furniture as needed. Supports other meetings involving the Executive Director as needed.
· Reserves and creates signage for the VIP parking space and meeting spaces for OHS staff and its VIPs.
· Coordinates travel arrangements for out-of-town meetings for the Executive Director and on occasion, OHS staff, Board members and other OHS guests.
· Provides support for Board events as requested, including but not limited to: mailing invitations, tracking RSVPs, acquiring supplies, arranging for catering, creating set-up sheets, etc.
· Schedules and prepares the Executive Director for appointments, meetings, speeches, phones calls and visitors. Appointments include senior government officials, representatives from large financial institutions, civic leaders, potential OHS Board members, donors, scholars, and citizens.
Administrative Support
· Assists with development/membership mailing and logistics.
· Maintains staff directory and organization chart.
· Occasionally works/supports OHS-sponsored events.
· Coordinates regular and special staff events, including planning/prep, delivery and follow-up.
· Prepares purchase orders, processes invoices, tracks expenses, oversees department’s petty cash, and reconciles credit card statements. Maintains organized record of invoices.
· Maintains refreshment and office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders, and verifying receipt of supplies. On occasion, gathers bids and other financial information in order to make purchasing decisions.
· Responsible for coordinating presentation slides with other departments and serving as the slide presentation technician for monthly all staff meetings.
· Assists in coordinating and purchasing travel and lodging arrangements for Board members and/or senior staff for out-of-town meetings, including, but not limited to, professional conferences, retreats and Board meetings.
· Tracks and orders OHS stationery and business cards.
· Maintains punctual, regular, and predictable attendance.
· Works collaboratively in a team environment with a spirit of cooperation.
· Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with coworkers, visitors and volunteers and including the ability to communicate effectively and remain calm and courteous under pressure.
· Edits correspondence and presentations.
· Coordinates Zoom/hybrid meetings.
· Respectfully takes direction from supervisor.
· Performs other duties as assigned.
Requirements
QUALIFICATIONS
Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
· High school diploma or general education degree (GED); and two years related experience providing administrative support with progressive responsibility, including taking and transcribing meeting minutes.
· Experience providing administrative support experience for a non-profit and its Board of Trustees highly preferred.
LANGUAGE SKILLS
· Excellent written and verbal communication skills.
· Ability to communicate effectively with all levels of employees, as well as external constituents.
· Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
· Ability to write reports, business correspondence, and procedure manuals.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
COMPUTER SKILLS
· Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
· Intermediate knowledge of Zoom/hybrid meeting setup.
· Knowledge of Raiser's Edge and Adobe Creative Suite programs is preferred.
REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Strong interpersonal skills; strong emotional intelligence and ability to collaborate professionally, diplomatically and productively with a wide variety of individuals.
CERTIFICATES, LICENSES, REGISTRATIONS
None
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle, or feel, and talk or hear. The employee occasionally is required to reach with hands and arms. The employee is occasionally required to stand, walk; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds unassisted. Specific vision abilities required by this job include close vision.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate. This position requires extended work hours at busy times of the year. Must be willing and able to work a variable schedule to meet the demands of the position. Must be willing to work in an open office environment. The pace in the office is often fast. Professional dress is occasionally required.
COVID-19 VACCINATION REQUIREMENT
The OHS has adopted a policy where all employees are required to be fully vaccinated against COVID-19 as a condition of employment. Employees may request an exception from vaccination because of a disability or sincerely held religious beliefs from the HR Department.
