Executive Assistant at Friendly House Inc – Portland, Oregon

Friendly House Mission, Vision, and Values – Friendly House creates a thriving community by connecting people of all ages and backgrounds through quality educational, recreational, and other life-sustaining services.

Executive Assistant

FLSA Classification: Full-time, non-exempt
Hours: 30 hours per week

Compensation:

• Salary Grade: $24.25 per hour

Benefits:

• Paid time off and sick leave (prorated by FTE)
• Medical, dental, and vision insurance
• 403(b) retirement plan with 4% employer match after 90 days of employment
• 11.5 paid holidays
• Employee Assistance Program (EAP)
• Fitness center access on site
• Discounts on Preschool, After School, and Summer Camp programs

Reporting Relationship:

• Reports to Mya Chamberlin, Executive Director and Denise Lafond, Director of Operations

Work Location:

• 2617 NW Savier Street, Portland, Oregon at the Friendly House campus in NW PDX. One of our buildings is non-ADA-compliant.

Schedule & Work Environment:

• This is an on-site, in-person position. Working hours are daily M-F, with occasional evening hours, as necessary and with advance notice.

Supervisory Responsibilities:

• None

Job Description – Summary

The Executive Assistant at Friendly House performs a wide variety of administrative duties while providing high-level, professional support to senior leadership. This position requires exceptional organizational skills, strong written and verbal communication abilities, and the capacity to provide complete, accurate, and helpful information in a clear and professional manner.

The Executive Assistant regularly interacts with employees, board members, senior management, community members, and donors, and must always represent Friendly House in a professional and respectful manner. Success in this role requires intermediate to advanced proficiency with Microsoft software, a strong understanding of time management, and the ability to anticipate needs in a fast-paced environment.

A positive attitude, sound judgment, and the ability to work independently with minimal supervision are essential, along with strict adherence to confidentiality protocols.

Essential Functions

• Proactively support the Executive Director by scheduling appointments, managing the calendar, and anticipating daily workflow needs.
• Work effectively in a fast-paced, frequently changing environment with regular interruptions; prioritize tasks to ensure work is timely and accurate.
• Use a variety of software applications, including word processing, spreadsheets, databases, and presentation software; research and gather information to support upper-management decision-making.
• Assist with meeting preparation, including assembling board meeting packets, scheduling meetings, sending reminders and agendas, taking notes, and attending all board meetings. For in-person meetings, responsibilities may include purchasing food and setting up meeting rooms.
• Coordinate board member onboarding.
• Assemble and distribute the monthly all staff digital newsletter.
• Perform general office duties, including copying, scanning, emailing, and ordering supplies.
• Manage documents and records, including updating frequently used documents, creating electronic files, and overseeing document retention and shredding.
• Open, sort, and distribute incoming mail.
• Assist with bulk mailings, such as newsletters and other mass communications.
• Manage agency-wide calendars.
• Run errands as needed.
• Perform other duties as assigned.

Additional Competencies

• Ability to learn and adapt to new software as needed.
• May assist with Human Resources related tasks.
• Preferred capability: understanding of trauma-informed care.
• Knowledge of community-based service models.

Qualifications

• Minimum of two years of experience as an administrative assistant; high school diploma or GED preferred.
• Experience in a nonprofit, community center, or social services setting preferred.
• Knowledge of diversity, equity, inclusion, and accessibility (DEIA) and experience working with diverse communities preferred.
• Knowledge of community-based resources preferred.
• Intermediate proficiency with Microsoft 365 and virtual meeting platforms.
• Successful completion of a criminal background check (ORCHARDS) and motor vehicle report (MVR).
• Access to reliable transportation and a good driving record.

NOTICE OF NON-DISCRIMINATION:

It is the policy of Friendly House to treat all people with dignity and respect. The agency prohibits discrimination based upon race, sex, religion, color, gender identity, age, national origin, marital or familial status, pregnancy, sexual orientation, citizenship status, military service, veteran status, housing status, source of income, political affiliation, union affiliation, physical or mental disability or other protected status in accordance with applicable law. In addition, we shall not discriminate against minority-owned, women-owned or emerging small business.