Administrative Assistant II

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Portland, OR, US

Salary Range: $28.21 To $31.13 Annually

Job Posting:
Administrative Assistant II

Hiring Range: $28.21 – $31.13 hourly

Position Type:
Regular, Part-time (20 hours/week), Non-Exempt

Oregon Community Foundation (OCF) 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.

OCF is an Equal Opportunity Employer with six offices throughout Oregon in Baker City, Bend, Eugene, Medford, Portland and Salem.

Come join our team. To learn more, please visit oregoncf.org.

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…