Executive Assistant to CEO

Volunteers of America Oregon is looking for an experienced, highly organized, and resourceful Executive Assistant to the CEO who thrives on bringing structure, clarity, and momentum to a dynamic executive environment.

This is an opportunity to serve as a trusted partner to our CEO while contributing to the effectiveness of an organization dedicated to strengthening individuals, families, and communities.

The Opportunity As Executive Assistant to the CEO, you’ll play a central role in keeping the executive office organized, informed, and operating effectively.

You’ll work closely with the CEO, Board of Directors, and organizational leaders to coordinate priorities, facilitate communication, organize critical information, and ensure important commitments receive the attention and follow-through they deserve.

We’re looking for someone who doesn’t simply manage tasks but anticipates what comes next, recognizes when something needs attention, and takes initiative to move work forward.

A Thoughtful Transition The selected candidate will have the opportunity to work alongside our current Executive Assistant during the onboarding process, allowing for valuable knowledge transfer, familiarity with established systems and processes, and an understanding of the CEO’s priorities and organizational relationships. This planned transition is designed to provide a strong foundation for success in the role.

What You’ll DoBring Organization and Structure Develop and maintain systems that organize executive priorities, projects, documents, contracts, and important deadlines.

Create efficient processes for tracking commitments, coordinating follow-up, and ensuring work moves forward.

Anticipate competing priorities, identify potential obstacles, and help keep the CEO focused on what matters most.

Support Executive Leadership and Governance Manage the CEO’s calendar, communications, meetings, and travel arrangements with discretion and sound judgment.

Coordinate Board of Directors and committee activities, including meeting preparation, materials, communications, and follow-up.

Prepare executive-level correspondence, presentations, agendas, and briefing materials.

Serve as a professional and trusted point of contact for internal and external stakeholders.

Keep Priorities Moving Track executive initiatives, decisions, and action items across departments.

Coordinate with organizational leaders to obtain information, monitor progress, and resolve administrative obstacles.

Recognize emerging needs, identify opportunities to improve processes, and independently take appropriate action.

Coordinate Contracts and Important Agreements Organize and coordinate the review of contracts and agreements, ensuring appropriate stakeholders are involved and required information is complete.

Track contract status, approvals, signatures, renewal dates, and other important milestones.

Review documents for completeness, consistency, and items requiring clarification or executive attention.

Prepare contracts and agreements for CEO review and signature, ensuring required reviews, approvals, and supporting documentation are complete.

Maintain organized contract records and support timely completion of the review and approval process.

The responsibilities outlined above are intended to highlight key aspects of the position and are not an exhaustive list of all duties. Additional responsibilities may be assigned based on organizational needs and priorities.

What You’ll Bring The successful candidate will be someone who takes pride in organization, values accuracy, and has the confidence and judgment to manage complex responsibilities with minimal direction.

We’re particularly interested in candidates who demonstrate:

Exceptional organizational skills:
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