Administrative Assistant II

Administrative Assistant II

Oregon Community Foundation was founded in 1973 with a big mission: to improve the lives of all Oregonians through the power of philanthropy. In partnership with donors and volunteers, OCF works to strengthen communities in every county in Oregon through research, grantmaking, and scholarships. OCF is one of the largest community foundations in the country with over $4 billion in assets under management.

The Administrative Assistant provides comprehensive administrative support to the Executive Director of the Gray Family Foundation (GFF). This role manages a wide range of administrative responsibilities and confidential matters, exercising sound judgment, discretion, and professionalism in a variety of situations.

In addition to supporting the Executive Director, the Administrative Assistant provides administrative support for the Foundation's team, Board of Directors, and committees, and contributes to the efficient day-to-day operations of the Foundation. The position collaborates closely with Gray Family Foundation staff and colleagues at the Oregon Community Foundation (OCF). Gray Family Foundation staff are employees of the Oregon Community Foundation who support the work of the Gray Family Foundation.

The Foundation's team consists of four staff members, including the Administrative Assistant.

Executive Support Percentage of Time: 50%

• Manages a broad variety of administrative tasks for the Executive Director, including managing an active calendar of appointments; composing and preparing correspondence, including confidential correspondence; arranging travel plans, expense reports and agendas.
• Assists with board of director meeting logistics, managing room reservations, catering, and IT support for Board Meetings.
• Prepares and distributes meeting board books for Board of Director meetings.
• Assists with board records, documents, correspondence, and communication. Assisting in the maintenance of a secure electronic filing system for board documents, including committee assignments, meeting attendance, presentations, and reports.
• Responsible for maintaining board calendars, including sending out meeting reminders and materials.
• Assists with the creation of orientation packets for new board members.
• Assists with board retreat logistics and creation of materials.
• Creates and maintains files, reviews drafts, and finished documents for accuracy and grammar, including documents of a sensitive or confidential nature.
• Manages travel for board members and the expense reimbursement process for board and committee members and grantees.
• Manages the contract process for consultants and associated invoicing; tracks the projects and timelines.
• Serves as key contact and provides full administrative support in matters relating to the Executive Director's daily office requirements, including interfacing with GFF grantees, nonprofit partners, consultants, vendors, board members, committees, and OCF staff, including the executive team.
• Facilitates the Executive Director's ability to effectively lead the foundation and facilitate the smooth flow of operations.
• Prepares and mails correspondence as requested.
• Assists with proofreading and editing documents including but not limited to acknowledgment letters, meeting minutes, request for proposals, and grant award letters.

Event Support Percentage of Time: 20%

• Handles logistics for in-person and online meetings including scheduling rooms and meeting dates, room set-up and clean-up, catering, signage, and any technology needs.
• Collaborates with the Executive Director and other GFF staff to arrange logistics for site visits, grantee and partner meetings, including interacting with external and internal parties to coordinate the events.
• Supports foundation convenings with planning assistance for any logistics, including catering, invitee communication, database documentation, and materials preparation.

Communication Support Percentage of Time: 20%

• Assists in updates and maintenance of the GFF website.
• Supports the development and distribution of communications via a stakeholder newsletter (Constant Contact), social media (Facebook, Instagram, Linked In), and other channels to share stories of grantees and reflect priorities and activities of the foundation.
• Works with GFF staff to prepare communication tools and publications.

Administrative Grant Support Percentage of Time: 10%

• Assists the Gray Family Foundation program team in communication and technical assistance to potential and current grantees and nonprofit partners.
• Assists in grantee communication of reporting requirements and deadlines.
• Ensures that internal processes and materials reflect current needs and GFF/OCF policies and procedures.
• Manages the GFF general foundation email inbox and voicemail, following up with inquiries and routing messages as appropriate.

Cultural Values:
In addition to the specific job requirements for each position, staff are expected to embody cultural…