Executive Assistant to the CEO and Project Specialist
Reports to: Chief Executive Officer
Location: Portland, OR
Salary: $48,000–$50,000 per year (Based on experience)
Benefits: Pittock Mansion Society offers an excellent benefit package including 100% employer paid employee medical, vision and dental insurance, PTO, retirement plan with company match up to 3%, and an Employee Assistance Program.
To Apply: Please submit your resume and cover letter to email@example.com. Please include “Executive Assistant to the CEO and Project Specialist” in the subject line. No phone calls please.
Application Deadline: October 14, 2022
Qualified candidate must complete background check prior to hiring
ABOUT PITTOCK MANSION:
Pittock Mansion is a 1914 historic house museum, owned by the City of Portland Parks and Recreation and operated by the Pittock Mansion Society. The premises include the Mansion, the Gate Lodge, and the Garage with beautiful gardens adjacent to the Pittock Vista Point. The mission of the organization is to inspire understanding and stewardship of Portland history through Pittock Mansion, its collections, and programs. Having grown to well over 100,000 annual visitors in recent years, Pittock Mansion is one of the top tourist destinations in Portland. The organization is at an exciting juncture of growth, reimagination, and evolution.
This position directly supports the CEO of Pittock Mansion. The new role encompasses three main areas of support: ongoing administrative duties, information research and synthesis, and coordinating special projects as directed by the CEO. The position requires the ability to be extremely organized and nimble, multi-task, and have a problem-solving attitude. The position also requires excellent written and verbal communication skills and the ability to critically think and communicate with and on behalf of the CEO.
ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:
This position directly supports the CEO of the Pittock Mansion with a variety of administrative and special project coordination needs.
Provides administrative and project support to the CEO on a day-to-day basis.
Serves as the point of communication for the CEO, keeping an up-to-date record of her availability and scheduling meetings and appointments with internal and external stakeholders.
Attends meetings with and on behalf of the CEO, preparing briefings and summary notes with clear action steps and timelines. Follows up with staff and stakeholders between meetings proactively addressing potential challenges and providing clarifications to ensure projects are accomplished on time.
Coordinates needed travel arrangements for the CEO including providing local travel details for meetings, making reservations and ensuring all parties are informed.
Maintains thorough documentation on all projects, research, and stakeholder engagements for the CEO.
Assists the CEO with board meeting preparation such as creation of budget materials, power point presentations, compiling divisional reports, talking points on trends, data and more.
Drafts and edits CEO’s communication for accuracy, ensuring sensitive matters are handled with discretion.
Regularly compiles and submits CEO’s credit card receipts, mileage and other reimbursements.
Ensures technology needs are coordinated in advance on behalf of the CEO for all calls and meetings. Remains handy to resolve any tech issues.
Helps coordinates interview schedules for the CEO as and when needed ensuring all informational materials are provided in advance.
Manages CEO’s speaking assignments.
Proactively maintains CEO’s community engagement schedule ensuring that the CEO participates in the appropriate networks and events.
Based on day-to-day observations, analysis of work processes, and special studies, evaluates program operations; identifies problems, inefficiencies, and potential problems, and develops recommendations for the CEO. Provides advice and guidance for improvements and anticipates potential areas of concern or questions that should be addressed by the CEO when making recommendations.
Compiles information on an ongoing basis as required by the CEO which includes research on different topics and synthesis of relevant business models, comparative studies and related quick data analysis.
Regularly conducts internal and external scans via internal sources and online resources as requested by the CEO.
Maintains thorough documentation on all projects, research, and stakeholder engagements, and suggests optimal mechanism to store and make available such information. Conducts research and synthesizes information in easy-to-understand visual format and tools.
Takes the lead with direction from the CEO on coordination of special projects of high importance ensuring other parties and resources are aligned to meet goals.
Other duties as requested.
Bachelor’s degree in Communications or Business Management.
A few years of direct experience working for a CEO or Senior level management a plus.
Knowledge of nonprofit organizations/nonprofit administration.
Must possess excellent interpersonal skills to handle sensitive and confidential situations, as position continually requires demonstrated poise, tact, and diplomacy.
Requires good communication skills; verbal, oral and written with supervisor, CEO, co-workers and constituents.
Must be a team player and establish and maintain cooperative and productive work relationships with all levels of staff.
Excellent written, verbal, and interpersonal communication skills.
Knowledge and experience with software including standard workplace technology with high proficiency in creating charts, graphs, power point presentations etc.
The ability to research and stay abreast of new industry developments, trends, and best practices.
Excellent customer service skills and ability to engage authentically, effectively, and professionally on behalf of the CEO with different audiences including community members, staff, board members, partners, and funders.
Highly organized, with the ability to multi-task and switch priorities in an articulate manner.
Ability to listen to and synthesize ideas from various stakeholders and present them to the CEO.
Ability to consistently produce high-quality deliverables in a timely manner.
Ability to work well with directions as well as autonomously and collaboratively.
Excellent attention to detail.
Possess multi-cultural appreciation and respect for diversity, equity, access, and inclusion and demonstrate an ability to work with a diverse group of co-workers and constituents.
PHYSICAL ACTIVITIES/OTHER CONDITIONS:
Ability to work in shared/open space office environment
Workstations may not be in a climate-controlled environment
Wearing of personal protective equipment (e.g., face covering, gloves) may be required
Light to medium work that includes moving objects up to 30 pounds
Pittock Mansion Society is committed to a work environment in which all individuals are treated with dignity and respect. Each individual has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discrimination practices.
At Pittock Mansion Society we take the health and welfare of all our staff very seriously. For this reason, Pittock Mansion Society’s policy requires all new hires to be fully vaccinated against COVID-19 as of their start date. This requirement is a condition of employment. You will have an opportunity to request a reasonable accommodation if you are unable to receive the vaccine due to a disability, serious medical condition, or your sincerely held religious beliefs.