Executive Assistant at UMATILLA-MORROW COUNTY HEAD START INC – Hermiston, Oregon

Job Goal:

The Executive Assistant and Board Liaison provide high-level administrative support to the Executive Office, Board of Directors and Senior Leadership Team ensuring the effective and efficient operation of the Executive office. This role manages critical administrative functions, including calendar management, support executive communications, manage and maintain administrative records, meeting coordination and event planning and other special projects that support departmental and organizational priorities. Under the guidance of the CEO the Executive Assistant proactively identifies and resolves complex challenges, improves administrative processes and contributes to the successful implementation of administrative department initiatives.

Essential Duties and Responsibilities:

• Assist with management, governance, leadership, advancement and communications strategies identified by the Chief Executive Officer, and follow-up. With minimum direction, demonstrate initiative in executing projects with great success that is in alignment with the Chief Executive Officer’s goals.

Calendar and Meeting Management

• Work directly with the Chief Executive Officer to support all aspects of their daily work routine.
• Maintain Chief Executive Officer's calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements for the CEO and Senior Leadership Team. Exercise discretion in committing time and evaluating needs.
• Notify and communicate promptly with the Chief Executive Officer regarding any external/community member concerns. Forward as appropriate to SLT members.
• Schedule Senior Leadership Team meetings; assist in the preparation and distribution of meeting agendas and materials; take minutes and follow up on outstanding items.
• Identifying and coordinating components of external community events and opportunities for SLT members, CEO, and Board.
• Coordinate weekly meetings with CEO to prioritize organization projects and initiatives as related to the strategic plan.
• Keep the Senior Leadership advised of time-sensitive and priority issues, ensuring appropriate follow-up. Routinely perform a wide variety of support duties.
• Manage the All staff calendar invites and organizational event invites.

Board Liaison

• Coordinate all Board and Policy Council logistics, including scheduling monthly and committee meetings, preparing and distributing agendas and materials, tracking attendance, and managing all necessary follow-ups and documentation
• Manage board online platform to ensuring files, documents, and meeting materials are organized, up to date, and easily accessible by Board members and appropriate staff
• Distributes all Board and Board committee meeting reminders, agendas, reports, special mailings and other necessary documents that ensures effective communication.
• Attends and takes minutes at all Policy Council, Board and Board Committee meetings and provides minutes and recap to all appropriate people.
• Support onboarding of new board members including onboarding materials and general orientation
• Prepare communications as requested and needed that support CEO’s and Board of Director’s priorities and ensure timely and effective communication of key updates to staff

Contracts, Grants and Donor Relations Management

• Oversight and serve as lead for donor and grants database.
• Manage and implement annual events to include philanthropic services, campaigns and analyze progress towards strategic goals
• Maintaining accurate donor information in the database, including contact details, donation history, and engagement levels.
• Processing donations, generating acknowledgement letters, and ensuring timely gift processing.
• Ensure regular donor communications occur in a timely and regular manner (i.e.“Thank Yous”, Spring and Fall Appeals, draft requests for corporation donations, share impact reports to donors, etc.)
• Manage, maintain, organize, and file, grants, contracts and supporting including their approvals and amendments; support execution of these documents and ensure timely review prior to end, following all corporate policies and by-laws.
• Plays primary role in successfully planning and executing company meetings and events including fundraising and philanthropic events and community partner visits

Executive Administration and Coordination

• Draft, manage, and distribute correspondence, including emails, reports, and presentations on behalf of the Executive office
• Manage routine administrative tasks, including processing expenses, submittinginvoices, and ensuring timely approvals and submissions
• Ensure the efficient organization of all leadership drives and files
• Cultivate relationships with internal and external stakeholders, serving as a trusted point of contact
• Maintain all corporate documents including all Board approved policies and non-staff policies such as conflict of interest and confidentiality policies.
• Maintain and manage all corporatedocumentssensuringtimelyreview,execution,communicationofthese documents following all corporate policies.
• Serve as secondary support and supervision to the front desk staff in coordination with the Admin and Program Specialist
• Explore innovative approaches to improving systems related to administrative functions and tasks.
• Maintain confidential and sensitive information in all forms at all times.
• Anticipate leadership and governance needs; plan and act accordingly.

General Staff Responsibilities:

• Participate in staff meetings, conferences, training sessions and workshops as assigned 
• Demonstrate familiarity with employment policies, performance standards, work plan and objectives of Agency 
• Maintain congenial and respectful relations with staff, children, families and community 
• Keep current and accurate records and file reports on time 
• Maintain confidentiality in regards to staff and family information 
• Maintain objectives and professional standards 
• Improve self‐skills and education 
• Fulfill role as mandated reporter as stated in Child Abuse and Neglect Policy 
• Be present at work in order to provide consistency of services 
• Be a contributory team member in a positive/productive manner 
• Demonstrate commitment to mission, values, and policies in the performance of daily duties 
• And or any other duties deemed necessary by your supervisor 

Educational Requirements:

• Bachelor’s degree is required

or

• Associates degree with equivalent experience as an Executive Assistant

Experience and Skills Requirements:

• Demonstrated leadership, innovation, and a successful record of serving at the Executive Level preferably in social service, education, or busy office setting, is also required.
• Excellent communication, public speaking, and public relation skills; excellent organizational and analytical skills; ability to develop and implement strategic development plans; the energy and drive to lead the achievement of agency goals.
• A detail-oriented self-starter with prior experience in financial services, a technology team, education, community services, or service industries.
• Someone who exhibits sound judgment with the ability to prioritize and make decisions
• Energetic and eager to tackle new projects and ideas
• Comfortable interacting with high-level executives
• A team player capable of cultivating productive working relationships across the firm
• Resourceful, can-do attitude
• Thrives in a fast-paced environment
• Highly organized, error-free, and high-caliber of work
• Bilingual (English/Spanish)preferred

Physical Requirements:

The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to:

• Sit for long periods of time with daily use of computer screen;
• Do tasks involving repetitive arm and hand movements, such as heavy word processing/keyboarding, using various office tools to collate, punch, cut, or stamp paper and other repetitive or high-volume tasks such as bulk mailings, filing projects, etc.;
• Occasional filing is required. This would require the ability to lift files, open filing cabinets and bending as necessary;
• Occasionally required to stand, walk and reach with hands and arms;
• Occasionally lift and/or move up to50pounds

Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Work Environment/Conditions:

• Work is normally performed in a typical interior/office work environment. Job tasks are performed in close physical proximity to other people.

Safety:

Apply safe practices in the performance of duties

• Reporting of unsafe or hazardous working conditions and/or any injury immediately
• Complying with Agency safety standards
• Participate in emergency drills
• Promote a culture of safe environments in the workplace

Organizational Requirements:

• Current enrollment in the Child Care Division’s Central Background Registry at time of hire
• Current physical examination, drug screen, and TB screen documentation upon hire
• Adequate means of transportation
• Observe,compare,andmonitorbehaviors,recordsanddatatodeterminecompliancewithprescribedstandards
• Comprehend, analyze, and make inferences and references from written material
• Be flexible to the constant change in direction of work
• Fluent in English both verbally and written
• AbilitytodriveaprivateorAgencyvehicle;mustpossessavaliddriver'slicenseandpersonalautomobileor provide a plan that will allow the fulfillment of position requirements

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change. 

Umatilla-Morrow Head Start, Inc. is committed to providing equal employment and advancement opportunities to all individuals in all aspects of employment, including, but not limited to, recruitment, hiring, job assignments, promotions, career advancement opportunities, working conditions, scheduling, disciplinary action, termination of employment, compensation, and access to benefits and training. We recruit, hire, and promote into all job levels the most qualified applicants without regard to legally protected characteristics.