Executive Assistant

Company Overview

Worksystems, Inc. is a 501(c)3 non-profit organization that pursues and invests resources to improve the quality of the workforce and the lives of workers in the city of Portland, and Multnomah and Washington counties. Our mission is to coordinate a regional workforce system that supports individual prosperity and business competitiveness. We are the area’s most effective means of connecting workforce development funding with the community-based organizations best-positioned to make the most out of it. Worksystems brings together good-faith actors – direct-service providers, government agencies, private-sector enterprises, and community nonprofits – to work toward something that makes us all proud: a closer-knit, more prosperous, more equitable metro region.

Worksystems is committed to promoting and supporting Justice, Equity, Diversity, and Inclusion in all aspects of our internal and external work. JEDI values are embedded across our internal HR policies and practices, as well as a core indicator of success metrics in our Strategic Plan. Our team is dedicated to increasing our individual awareness, creating more equitable and inclusive spaces for our employees, partners, and jobseekers, and combatting systems of oppression.

About the Position

The Executive Assistant reports directly to the Executive Director and serves the organization’s Executive Team, Leadership Team, and Board of Directors. The Executive Assistant’s main priorities are related to supporting the Executive Director. In addition, this person will provide administrative support to other Executives, Managers, and members of the Board. The Executive Assistant also has some project-oriented work related to social media and website content, maintenance of Board materials, and other tasks as assigned.  

Job Duties:

• Manage the Executive Director’s calendar by scheduling meetings, sending out agendas and materials, and proactively optimizing the Executive Director’s time.

• Coordinate meetings for Executive team, Leadership team, and Board of Directors. Provide agendas and other materials in advance. On occasion, assist IT with conference room technology set-up.

• Assist Executives and Board members with travel logistics – including booking flights, transportation, lodging, and submitting appropriate pre-travel authorization forms and post-travel reimbursement requests.

• Serve as liaison to the Board of Directors - taking meeting minutes, posting public notes and agendas, providing preparatory materials, etc. Act as timekeeper during meetings to ensure agenda moves forward and there is time for public comment.

• Monitor and prioritize the Executive Director’s email inbox, responding to or redirecting emails as appropriate.

• Help the Executive Director to manage and execute approvals and signatures as needed for various administrative processes.

• Produces graphics, visuals, or other presentation materials as needed.

• Partners with Communications to keep website content and social media accounts up-to-date.

What You Can Expect to Accomplish in the First 6 Months:

• Get introduced to and understand the working styles of the Executive Director, Executive & Leadership Teams, and Board of Directors

• Understand the organization’s mission, vision, values, and culture

• Review procedure documents and manuals related to administrative support

• Shadow planning and execution of July Board of Directors meeting

• Begin to partner with the Executive Director and Communications Manager on creating a social media and website content management process

• Review current state of internal communications to Executive Team and work with Executives and HR to propose innovative new ways to improve accessibility and transparency of this team.

Requirements

Minimum Qualifications:

• Prior experience as an administrative assistant to C-Suite officers, Executives, or other senior leaders.
• Prior experience providing secretarial support to a Board of Directors.
• Advanced proficiency with Microsoft 365 products, including Word, Excel, PowerPoint, and SharePoint.
• Excellent written communication and experience drafting website and social media content. Excellent note-taking and meeting summarization skills.
• Ability to juggle multiple priorities while maintaining timely customer service for stakeholders.
• Experience in a hybrid work environment, preferred but not require.

*A note on qualifications: Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job and will consider any equivalent combination of knowledge, skills, education and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role. 

Physical and Sensory Requirements:

• Mostly sedentary work; using standard office equipment including: a computer, keyboard, and telephone. 

Work Environment:

• Hybrid. Employees are welcome to work-from-home most days, but will be required to attend Board meetings in-person, as well as other meetings as requested.

• Position requires occasional local travel within the Multnomah and Washington counties.

• Be accessible during standard business hours ~9am - 5pm PT

Reasonable Accommodations are available, including, but not limited to, for disabled veterans, individuals with disabilities, and individuals with sincerely held religious beliefs, in all phases of the application and employment process. To request an accommodation please email [email protected].

Note:  Worksystems employees must live in the state of Oregon or Washington for payroll processing purposes.  Although we operate in a hybrid work environment, proximity to the Portland Metro Area is needed for this role.  Employees may have to attend in-person meetings in the Portland Metro Area.  Sometimes with same-day notice.

Benefits

• Starting Salary Expectations: $34.60 / per hour - $38.45 (New hires will generally not exceed this range, based on experience and internal equity).  
• Medical (including vision) and dental plans with employer contribution toward monthly premiums 
• 401k plan with up to 6% match, 100% vested at the time of enrollment 
• Generous PTO 
• 4 hours of Volunteer Leave per month 
• 8 free sessions with mental health providers, unlimited free financial coaching, and 25% legal discounts through Canopy EAP 

 Application Timeline: First review of resume’s will be Monday, May 6, 2024. After this date, applications will be reviewed on a rolling basis. Position open until filled.