Administrative Coordinator

DEPARTMENT

Office of the President

Chief of Staff… Deputy Chief of Staff

Full-time Non-Exempt 1.0(FTE) 40 hours per week, 8am-5pm with some evenings and weekends, remote/hybrid.

The Administrative Coordinator to the Chief of Staff plays a critical role in ensuring smooth executive operations, organizational coordination, and high‑quality event execution across the Urban League of Portland. This is a high‑responsibility position requiring judgment, confidence, proactive leadership, and the ability to navigate dynamic, fast‑paced environments with discretion and professionalism.

The ideal candidate brings maturity, strong communication skills, emotional intelligence, and the ability to manage complex workflows without hand holding. They will also support organization‑wide logistics, internal coordination, and planning signature events.

• Provide high‑level administrative, operational, and logistical support to the Chief of Staff.
• Manage complex calendars, meeting logistics, and multistakeholder scheduling across leadership, board members, and community partners.
• Prepare briefing materials, agendas, meeting packets, talking points, and follow‑up documentation.
• Track deadlines, decisions, and action items to ensure follow‑through across leadership meetings.

• Draft, edit, and distribute internal communications on behalf of the Chief of Staff and Office of the President.
• Serve as a liaison between the Chief of Staff, Office of the President, departments, and external partners.
• Support organizational alignment by ensuring consistent information flow and timely communication across teams.
• Maintain and organize digital files, templates, shared resources, and institutional documentation.

Support a portfolio of internal and external events including (but not limited to):

• Leadership University
• Professional development sessions
• Ribbon cuttings and organizational celebrations
• Board events, internal briefings, community engagements.
• Key Development events such as Equal Opportunity Day & Giving Society Reception
• Event logistics: scheduling, materials, run‑of‑show documents, vendor coordination, volunteer coordination, venue prep, and follow‑up.
• Maintaining organization‑wide event calendars and contributing to quarterly events memos.
• Supporting after‑action debriefs and improvement planning.

• Assist with intake, coordination, and scheduling of social media and website requests (as backup or workflow support).
• Support content gathering for events, campaigns, and donor‑facing materials (letters, acknowledgements, impact stories).
• Help maintain message alignment, visual standards, and timely communications surrounding events.

• Support special projects and strategic initiatives led by the Chief of Staff, including high‑priority cross‑departmental plans.
• Maintain project tracking systems, documents, and templates that ensure continuity and smooth internal operations.
• Contribute to capacity‑building projects and internal improvement efforts.