Job Description: Executive Assistant/Office Administrator
Duration: Permanent, Full-Time Position (in-person, Portland OR)
Reports To: Executive Director
Salary Range: $50,000-$58,000, opportunity for bilingual pay differential
Benefits: Medical, Vision & Dental Insurance, Employer Matched 403(b) Pension,
Paid Time Off (sick and vacation), Personal Holidays, Long Term Disability
Innovative Housing, Inc. (IHI) is a nonprofit housing provider that has served low-income households in the Portland metro region since 1984. We are a small, efficient team of mission-driven individuals doing great things. IHI’s residents represent many different communities and lived experiences and we strive to have our staff reflect this diversity. People of color are strongly encouraged to apply for this position. Read more about us at www.innovativehousinginc.com.
Position Summary
The Executive Assistant/ Office Administrator is responsible for directly supporting the executive director and department directors, providing general administrative support and coordination for IHI staff, and office management functions.
Responsibilities
Executive Assistant duties:
● Support executive director and department directors, including scheduling meetings and providing meeting documents and reports when needed
● Draft, edit, and transcribe correspondence, reports, presentations, and other documents
● Collect, maintain, and analyze a variety of information in various formats and files - both electronic and paper - in a streamlined and effectively organized manner
● Support the leadership team and its work
● Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures
● Handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
● Work with all IHI’s staff to advance the organization’s mission and goals, support an organizational culture where everyone can bring their full selves to work and thrive, and advance IHI’s work to become an anti-racist organization .
Office Administration duties:
● Maintain supplies for office, manage office equipment and technology needs, coordinate office space and facility maintenance; includes special projects such as location moves
● Help organize IHI special events and staff events/meetings, both in person and virtually
● Coordinate with IT to ensure space and equipment allocation meets employee and organizational needs
● Assist in onboarding and off-boarding processes as needed
● Manage the relationships and contracts with vendors
● Performs other related duties as assigned
Required Skills/Abilities
● Work collaboratively and productively with a diverse team
● Excellent verbal and written communication skills
● Excellent organizational skills and attention to detail
● Excellent time management skills with a proven ability to meet deadlines
● Excellent project management skills
● Able to see the big picture and execute on the detail
● Excellent problem solving and analysis skills
● Ability to multitask and work under pressure with minimal supervision
● Self-motivated worker with a team player attitude
● Professional when interacting with others
● Proficient in building positive relationships with internal and external stakeholders
● Proficient in MS Office Suite
● Commitment to nurturing an inclusive and positive internal climate and culture and advancing IHI’s work to become an anti-racist organization
Education & Experience
● 2-4 years experience in an executive assistant role required
● Office administration experience required
● Experience with managing schedules/calendars required
Physical Demands
● Prolonged periods sitting at a desk and working on a computer
● Normal sitting and standing activities for an office environment are required
● General mobility to move through facility, attend and participate in meetings
● Occasionally required to stand, stoop, kneel, crouch, or crawl
● Must be able to have repetitive arm, wrist, hand and/or finger movement to type and work on computer for prolonged period of time
● Ability to use close vision and able to focus including but not limited to reading/proofing various materials, and looking at a computer screen
● Ability to operate general office and communication equipment (phone, computer, copier, etc.)
● The position may require the ability to lift 0 - 50lbs
● Occasional automobile travel required in normal course of job performance
If interested in applying, please reference job title and submit a cover letter and resume.