Executive Assistant, Part-time

The Pan African Sanctuary Alliance (PASA) is a 501 (c) 3 non-profit charity based in the United States that aims to secure a future for Africa’s primates and their habitat through a unique collaboration of African sanctuaries, local communities, and global experts.  PASA members share a vision that primates will live in healthy, vibrant populations across their natural range in Africa; and that local communities value and protect them, and benefit from their existence.  PASA achieves its mission through a number of programs across Africa including educational and capacity building training, emergency support for primate rescue centers, and projects to protect primates and their habitats. 

PASA seeks a dedicated individual who wishes to support its mission by providing administrative and programmatic assistance to PASA’s Executive Director.  The Executive Assistant must be organized, detail oriented, flexible, and willing to learn.  Excellent communication skills are essential.  The Executive Assistant can work primarily from home, with flexible hours as agreed to by the Executive Director.  PASA’s work is challenging, but offers uncommon rewards for the right person. 

Primary Responsibilities:

Executive Assistance:

• Assist the Executive Director with tasks related to the operation of the organization
• Write or edit correspondence, reports, and newsletter articles
• Respond to requests for information
• Provide administrative support for meetings of the Board of Directors and Advisory Committee such as sending out notices, recording minutes, and preparing and distributing resolutions and updates
• Provide organizational and program support on specific projects as needed

Financial Assistance:

• Manage bookkeeping on QuickBooks
• Create and maintain efficient financial record keeping systems and calendars
• Carry out banking related responsibilities such as making deposits and sending checks or wire transfers
• Assist with grant proposals and reports
• Manage donor database and contacts
• Prepare grant reports and donation appreciation letters

Meetings, Travel, and Event Assistance:

• Assist with logistics for trainings, meetings, and special events
• Assist with Member, Board, and Advisory Committee travel arrangements and  reimbursements, including plane, hotel and ground transportation reservations
• Track travel arrangements and keep people informed of changes
• Research potential costs and contract details with vendors
• Communicate with Members and vendors via phone and email
• Schedule conference calls and meetings

General Administrative:

• General clerical duties including data entry, photocopying, fax and mailing
• Run errands (buy postage, drop off packages, pick up supplies, etc.)
• Assist with general electronic file management
• Assist with correspondence and information gathering
• Process and screen incoming and outgoing mail
• Other administrative duties/projects as assigned

Qualifications and Experience:

• Bachelor’s degree required
• Minimum 2 years administrative or clerical experience in a professional office environment
• Knowledge of office software programs and financial databases; strong preference for expertise in QuickBooks
• Ability to track detailed and specific information and maintain record keeping systems accurately and within specified timelines
• Ability to manage and respond to complex timelines and tasks, including requests for information and/or assistance from staff, vendors, and donors
• Proven attention to detail, ability to manage multiple tasks and finish projects within deadlines and with minimal supervision
• Excellent communication and interpersonal skills
• Good analytic skills including creative approaches to problem solving
• Highly self-motivated, organized, and adaptable, with the ability to take direction
• Ability to maintain respectful, professional relationships with people from diverse communities and cultures
• Strong sense of discretion, ethics, and confidentiality
• High level of maturity and confidence interacting with senior staff
• French proficiency a plus
• Ability to travel within and attend meetings in Portland is required

How to Apply:

Send your resume and a one-page cover letter describing your qualifications to [email protected].  Position is open until filled.  Resumes will be reviewed as they are received. No phone calls please.  Salary is $16 per hour, approximately 20 hours per week.

Pan African Sanctuary Alliance is an equal opportunity employer and welcomes a diverse candidate pool.