Executive Assistant

Job Location: Office located in Mc Minnville

Reports to: Executive Director

Hiring timeline: Applications will be accepted until August 5, 2023, at 5:00 P.M.

Founded in 2012, Unidos Bridging Community (Unidos) is a growing, diverse and welcoming nonprofit organization. Our mission is to promote the integration, participation, representation, and success of Latino individuals and families in Yamhill County; and build bridges of understanding and support among Latinos and non-Latinos. Unidos’ values are integrity, equity, humor, teamwork, and learning. You can find more information about our programs dosyamhillcounty.org.

The office of Unidos is in downtown McMinnville with convenient access to a variety of small shops, coffee and tea spots, and popular restaurants. The office enjoys a dedicated parking lot with easy access, and several stops for the local public transportation system are within walking distance. The office building has multiple offices, and our tenant neighbors are nonprofit organizations, a yoga studio, a chiropractor, an acupuncturist, and an accounting firm.

The Lower City Park and Public Library are one block away and good spots to take breaks.

About Unidos Bridging Community, the people, and culture: Unidos staff includes: the Executive Director, Program and Office Coordinator, Oregon Health Plan Assister, and two Field Navigators. We do serious work and prioritize laughing and having fun in the workplace! We relish resting, celebrating successes, and sharing a meal with the people we serve. We dare to experiment with new ideas and strategies.

Learning from past mistakes is vital to our work. Above all else, we support our team members’ goals and projects with pride and care. We work hard and play hard, too! Our monthly Team Activity Day focuses on strengthening relationships among staff members, relaxing, eating, and having a good time. Past activities include going to the beach, the Portland Art Museum, the Chinese Garden, Bullwinkle’s Family Fun Center, Tillamook Ice Cream and Creamery, celebrating cultural holidays, enjoying a potluck, hiking, Tibetan tea foot soak, and yoga.

Staff wellness is an integral part of our culture. We have policies and practices to support our wellness.

The Administrative Assistant directly supports the Executive Director and the organization’s daily operations. The position is responsible for creating a seamless implementation of administrative duties that contribute to the success of the programs. Four main areas of responsibility include supporting the Executive Director with daily tasks and administrative responsibilities, managing expense reports for committed grants, office operation logistics, and staffing meetings for the Board of Directors.

• Participate in weekly check-in meetings with the Executive Director to review workload, learning, and progress of assigned work responsibilities.
• Participate in the Leadership Team check-in meetings with the Executive Director and Program and Office Coordinator.
• Identify issues and propose solutions to the Leadership Team.
• Develop and implement an individual work plan that includes activities to track progress on the responsibilities below:
• Manage an internal system to track grant expense reports and support the Executive Director to meet deadlines.
• Assemble monthly expense report files, gather required documentation, send report templates to the Executive Director, and submit final drafts.

• Input donor interactions and donations in the Fundly CRM program.
• Assist Executive Director with updates to the donor appreciation letter quarterly.
• Review the organization’s general email, phone line, and social media accounts and respond to messages and inquiries, daily.
• Support the citizenship class volunteer coordinator with logistics to implement the classes virtually via Zoom as needed.
• Schedule staff meetings and handle meeting logistics (catering, room setup, and breakdown).
• Provide general assistance to team members with Google Suite.
• Office supply management and ordering –…