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Executive Assistant / Project Manager

Digest topic: Jobs & Internships


organization:Oregon Mentors
position summary:


The ideal candidate has been an executive assistant or project manager in a fast paced work environment. This person is experienced in supporting one or more executives facilitate the smooth operation of a busy office including aiding communication between all staff members. In addition, he or she is a problem solver and enjoys managing all aspects of a project.

The Executive Assistant is responsible for providing administrative support for the Executive Director of Oregon Mentors. This includes managing the office calendar, managing projects and timelines, planning work flow, communicating priorities, communicating with the board, travel and meeting logistics, organizing financial information for the accountant, written communication, budget and compliance tracking.

This position reports to the Executive Director.

TIMELINE Accepting resumes from December 2, 2008 Phone interviews begin December 15, 2008 Ideal Start Date: January 5, 2009

KEY RESPONSIBILITIES •Support the day-to-day work of the Executive Director of Oregon Mentors: calendar management, meeting planning and follow up, board relations, communications with other staff members, task delegation, time lines and deadlines. •Manage special projects as they arise. This includes communicating, organizing data, progress reports, contract compliance, and report writing. •Support other office procedures such as bookkeeping preparation, event planning registration, grant budget tracking, and annual mentoring program data collection.

ESSENTIAL FUNCTIONS -Volunteer to mentor in one of Oregon Mentors registered programs -E.D. Support -Manage calendar and meeting logistics -Complete meeting preparation and follow up -Support communications with staff, board, and the public -Support task management and completion General Office -Plan staff meetings -Manage work flow of the office -Communicate priorities to staff and hold them accountable to deadlines -Administer HR benefits -Meeting and travel logistics -Answer phones when necessary Provider Support -Maintain regular contact with mentoring programs in an assigned region (all staff share this responsibility) -Support the Youth Development Network project by collecting and consolidating quarterly reports, managing project budget, coordinating trainings, recruiting new VISTA members, coordinating with the Corporation for National Community Service to implement the project. -Manage donated ticket (such as the trail blazers) allocation and other projects as needed Development -Process thank you letters for donations and sponsorships -Update restricted grant compliance and budget management -Manage the event registration and seating for the annual luncheon -Be the board of director liaison when E.D. is unavailable Bookkeeping -Open the mail. Review invoices, categorize expenditures, and prepare for check run. Complete deposit slips and update database.

Salary / Pay Rate:Salary Range: $24,000 - $32,000; competitive benefits and generous paid time off. This is intended to be a full time, 40 hours per week position. There is the possibility of flexibility with work schedule for the right candidate.
Required Skills and Abilities:REQUIREMENTS •Minimum of 3 years office administration experience. •BA/BS or AA degree preferred but work experience can be substituted. •Passion for the mission of Oregon Mentors and willingness to volunteer to be a mentor. •Project management experience such as developing timelines, coordinating staff members, verifying compliance, reporting progress, managing multiple due dates. •Excellent written communication skills. Ability to draft original letters and content for a variety of audiences. •Excellent oral communication skills. Able to clearly articulate the mission and goals of the organization. Personable and effective on the phone with a customer service mentality. Comfortable calling contacts to set up meetings. •Mature and assertive about communicating with colleagues, managing workflow and calendar. •Interest in staying in this position for at least three years. •Work style is task oriented and detail oriented. Enjoys looking at work processes and improving them to maximize efficiency. •Familiarity with budgets and financial record keeping a plus. •Experience organizing and coordinating meetings. Event planning a plus. •Highly organized and efficient. •Dependability, self-motivated, and strong work ethic. •Ability to work independently and as a member of a closely knit team. •Equal parts humor, compassion, and sensibility necessary to address the practicalities and desires of an entrepreneurial non-profit. •Willingness to travel statewide including some overnight trips. •Excellent computer skills. Database and graphic experience a plus. •Proficient with MS Office: Word, Access, Excel, Outlook, PowerPoint and use of internet research.
Education Required:College degree
Other:Equal Opportunity Employer
website link:www.oregonmentors.org

Organization Link

Oregon Mentors