Job Title: Office Manager/Executive Assistant
Reports to: Executive Director
FLSA Status: Exempt
Hours: 40 hours/week, including required attendance at the agency board meetings with some occasional weekend work or work on other nights.
Compensation: Starting salary is $47,010 – $57,000, depending on experience. Appointments typically made at the beginning of the range. 100% paid medical and dental, AD&D, short and long term disability and life insurance, holidays, paid leave and opportunity to contribute to a matching 401(k) after 3 months employment.
Primary Site: 12350 SE Powell Blvd, Portland, OR 97236
Want to help make a difference? For 30 years, Human Solutions has been working to break the cycle of intergenerational poverty by building relationships and assets that create opportunity. Our comprehensive programs and affordable housing provide a foundation from which people can experience the stability and support we all need to thrive. Our programs include services for people experiencing homelessness, eviction prevention, supportive services, employment services, energy assistance, and the development and operation of affordable housing.
Diversity, inclusion and equity are fundamental values for Human Solutions, both internally and externally. HSI has a Diversity Committee, which serves as a sounding board for new internal policies and procedures to make sure that we’re taking into account diversity and inclusion. It also helps with diversity-related projects, such as coordinating staff diversity trainings and providing ongoing input into our equity planning.
Human Solutions is working to end homelessness and poverty in our community because everyone deserves a safe place to call home.
What Human Solutions Can Offer You: We offer a comprehensive array of benefits in support of your physical, emotional and financial well-being. A few highlights:
- Employer paid premiums for employee health insurance.
- Generous paid time off, 11 paid holidays, a floating birthday holiday and the ability to maintain a great work/life balance.
- Employer paid premiums for short-term and long-term disability insurance and life insurance.
- Access to an employee assistance program.
- Flexible spending accounts for health and for dependent care.
- Professional development opportunities, including employee driven committees and monthly optional staff workshops.
- Access to wellness initiatives and resources including things such as walking groups, yoga classes at two office locations and workshops on stress management, self-care and healthy living.
- Opportunity to contribute to a 401k retirement plan with a 2% employer match after three months of employment.
The Office Manager/Executive Assistant provides administrative support to the Executive Director, and plays a critical role supporting the organization’s Board of Directors. This position also serves as an Office Manager and is a member of the organization’s Senior Management Team with responsibility to ensure safe, effective and efficient operations and facility management. The Office Manager/Executive Assistant, from time-to-time, may be called upon to represent the organization or Executive Director in meetings or on committees.
DUTIES AND RESPONSBILITIES include the following:
· Work with the Executive Director to successfully ensure the smooth operation of the agency; assist Executive Director with day to day activities, including scheduling, workflow management and maintenance of internal and external relationships.
· Oversee certain facility and operational functions to ensure that Human Solutions’ offices provide a safe, well-maintained and culturally responsive environment for staff and visitors.
· Supervise office coordinators to ensure effective and efficient building and organizational operations, including phone and front desk services for members of the public seeking services from Human Solutions.
· In cooperation with the Executive Director and other agency management, research, develop, manage and maintain efficient office systems needed to process, execute, retain and file key agency documents such as HSI Board and entity board records, Administration Department expenses and budget updates, CHDO/CBDO certification.
· Manage mail and documents coming to Executive Director and board of directors for approval or signature.
· Manage confidential information from the Board, Human Resources, and Personnel sources.
· Work with the Executive Director to effectively coordinate meetings, activities and projects;
· Coordinate, participate in and record minutes for Senior Management Team;
· Work with the Executive Director to ensure the effective operation of the Board of Directors; provide support to Board Members to ensure that they receive necessary information in a timely manner; Provide support to the Executive Director to strengthen the Board and maximize its effectiveness;
· Record accurate and thorough minutes of Human Solutions’ Board Meetings and selected other agency meetings; provide those to the Executive Director on a timely basis;
· Be point of contact for staff requesting documentation managed by the Administrative Department.
· Represent the agency at selected meetings in the community; present and provide information to the public on Human Solutions and its programs, projects and initiatives; Attend community and public meetings on behalf of the Executive Director or other Department Directors and provide relevant agency information and input;
· Serve as an initial contact point for persons contacting the Executive Director or the board of directors.
· Prepare professional business documents and other correspondence and presentations as needed for the Executive Director;
· Work independently on special projects and research that advance the mission of Human Solutions as assigned by the Executive Director;
· Set up and support for occasional meetings and events, manage related space, equipment and food and beverage needs;
· Other duties as may be assigned.
This position will supervise the office coordinators at two offices and may be responsible for supervising volunteers and/or interns at the agency.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The person selected for this job must be able to work independently, manage and prioritize in a fast-paced environment and successfully complete projects as assigned. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
· Bachelor’s degree or equivalent experience.
· Experience working independently and managing a diverse workload
· At least two years related experience performing administrative duties and providing support in a fast-paced office environment; experience providing support for an agency executive and/or board preferred
· Demonstrated ability to successfully address a number of tasks at the same time, prioritizing the most important tasks
· Experience supervising or directing the work of staff or volunteers preferred.
· Experience working successfully in a public-facing position and/or demonstrated ability to interact successfully with diverse members of the public
· Demonstrated ability to synthesize, organize and present information
· Demonstrated ability to develop and manage successful workflow or document management systems.
· Ability to read, write and communicate clearly and in proper grammatical form.
· Ability to read, analyze, interpret and respond effectively to correspondence, general business letters, and government documents.
· Ability to take accurate minutes, prepare professional business correspondence, and compile reports accurately.
· Ability to effectively present various types of information to groups of people; Ability to do public speaking
· Ability to represent Human Solutions at community meetings and ability to respond well to questions from individuals as well as groups of people including Board Members, Managers, clients, customers, and the general public.
Ability to use Microsoft Office Suite programs; ability to produce graphs, charts, presentations and publication-ready documents;
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
· Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
· Ability to understand and successfully act upon a variety of instructions furnished in written, oral, diagram, or schedule form.
CERTIFICATES, LICENSES, REGISTRATIONS
· Current Oregon Driver’s License
· Current automobile insurance – up to legal minimum limits at least
· Ability to be bonded
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The work environment characteristics described here are representative of those an employee usually encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.
Please send resume with cover letter and contact information for three professional references to: Marisa Messina, HR Manager to gro.snoitulosnamuhnull@anissemm. This position is open until filled. Please no phone calls.
To apply for this job email your details to firstname.lastname@example.org