Job Posting: Administrative Assistant II, Gray Family Foundation
Location: Portland, OR
This position will have the opportunity to work remotely up to two days per week when doing so aligns with the responsibilities of the position.
Hiring Range: $26.58 to $29.24 per hour, depending on experience.
Position Type: Part-Time, Non-Exempt (20 hours per week - benefit eligible)
Application Deadline: 1/14/2025
About Us:
Gray Family Foundation (GFF) is a supporting organization of the Oregon Community Foundation (OCF). Our mission is to engage people in Oregon as active stewards of our communities and natural environments. Gray Family Foundation is founded on the belief that fostering an understanding and appreciation of our natural world is a crucial part of a child’s education. As a supporting organization, we work to continue the philanthropic legacy of John and Betty Gray by sustaining a permanent organization based on faith in the human spirit and a vision of Oregon as a vibrant, inclusive, and civic-minded society. Learn more at https://grayff.org.
Oregon Community Foundation (OCF) was founded in 1973 with a big mission: to improve the lives of all Oregonians through the power of philanthropy. In partnership with donors and volunteers, OCF works to strengthen communities in every county in Oregon through research, grantmaking, and scholarships. OCF is one of the largest community foundations in the country with over $3 billion in assets under management. In 2023, OCF distributed more than $200 million in grants and scholarships. OCF is an Equal Opportunity Employer with five offices throughout Oregon in Bend, Eugene, Medford, Portland, and Salem. Our cultural values include effective communication, respect, accountability, innovation, proactivity, and equity.
Come join our team. To learn more, please visit oregoncf.org.
About You:
- Knowledgeable: You are knowledgeable about administrative and clerical procedures and processes and have sound mathematical abilities.
- Organized: You are detail oriented, organized, and able to work independently, with little direction, and manage/prioritize tasks and meet deadlines.
- Tech-Savvy: You are proficient with social media and have a working knowledge of MS office products and Zoom, and you are experienced working in an integrated data base.
- Customer Focused: You have a customer service focus, providing courteous and competent service that promotes trust and confidence.
- Communicator: You have excellent communications skills and are able to convey information clearly, effectively, and engagingly in writing and verbally.
- Proactive: You’re able to prioritize conflicting needs, handle matters expeditiously and proactivity, and follow through on projects to successful completion.
- Culturally Agile: You work effectively with diverse people, teams, and communities, valuing the contributions each brings to the work.
- Professional: You’re able to maintain the highest level of confidentiality and discretion, and you use sound judgement.
Job Summary and Responsibilities:
Staff of Gray Family Foundation are employees of Oregon Community Foundation, supporting the work of the Gray Family Foundation. The Gray Family Foundation is made up of a team of four, including this role. The Administrative Assistant is primarily responsible for providing administrative support for the Executive Director of the Gray Family Foundation. This position also supports various duties associated with the activities of our team, board members and committees, and the overall operations of the foundation. This role coordinates with other GFF and OCF staff.
Executive Support (50%)
- Manage administrative tasks for the Executive Director, i.e., calendaring; preparing correspondence; arranging travel plans/itineraries, expense reports and agendas.
- Prepare and distribute meeting documents; compile board and committee books and agendas; attend board and committee meetings; record and manage meeting minutes.
- Maintain committee records, volunteer records, board records and reports, and manage the distribution of information appropriately.
- Manage travel and expense reimbursement processes.
- Manage and track the contract process for consultants and associated invoicing.
- Serve as key contact and provide administrative support in matters relating to the Executive Director’s daily office requirements.
- Facilitate the Executive Director’s ability to effectively lead the foundation and facilitate the smooth flow of operations.
- Assist with proofreading and editing documents.
Event Support (20%)
- Handle logistics for in-person and online meetings, coordinate meeting logistics.
- Collaborate with Executive Director and other GFF staff to arrange logistics for site visits, grantee and partner meetings, interacting with external and internal parties.
- Support foundation convenings with planning assistance for any logistics, including catering, invitee communication, database documentation, and materials preparation.
Communication Support (20%)
- Assist in updates and maintenance of WordPress website, including updating news, grantee information, and other pages as appropriate.
- Support development and distribution of communications via stakeholder newsletter, social media, and other channels to share grantee stories and reflect priorities and activities of the foundation.
- Work with communications consultants and GFF staff to prepare communication tools and publications such as grantee stories, annual reports, one-pagers, etc.
Administrative Grant Support (10%)
- Assist the Gray Family Foundation Program team in communication and technical assistance to potential and current grantees and nonprofit partners.
- Assist in the communicating granting/reporting requirements and deadlines to grantees.
- Ensure that internal processes/materials reflect current needs and GFF/OCF policies and procedures.
- Manage the GFF general foundation email inbox and voicemail.
Qualifications:
Education and Experience:
- Five years’ executive-level administrative support experience
- Experience with board relations and communications.
- Experience working in the nonprofit sector desired.
- Associate degree or equivalent combination of experience and education in lieu of degree.
Travel (~5%):
- Travel may be required occasionally for GFF board meetings, grant convenings, etc.
Working Conditions and Safety:
- Comfortable office environment.
- Physical effort includes lifting, carrying, bending, reaching, keying/typing for several hours at a time, and the ability to sit or stand for several hours at a time. Occasional lifting of up to 25 lbs.
- Report all injuries, illnesses, or accidents to your supervisor as soon as possible and within 24 hours.
Remote Work:
OCF supports a hybrid work environment. This position will have the opportunity to work remotely up to two days per week when doing so aligns with the responsibilities of the position. During the initial training period, this position may work more frequently in the office.
Compensation and Benefits:
- Hiring Range: $26.58 to $29.24 per hour, depending on experience.
- Salary offers are determined in conjunction with an internal pay equity assessment. This initial hiring range reflects our starting offer based on your skills and experience. It’s important to note that this is just the beginning; our overall salary structure offers additional opportunities for growth and advancement based on performance and development within the role, as well as resources available.
- This is a part-time, non-exempt position (20 hours per week).
- Benefits include paid time off, medical, dental, vision, 401k, disability and life insurance, employee assistance plan, volunteer leave, and professional development opportunities.
Encouragement to Apply:
Studies show that women and people of color are less likely to apply for jobs unless they believe they meet all the qualifications. We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. We encourage you to think broadly about your background and qualifications and apply.
How to Apply:
OCF is an Equal Opportunity Employer. Submit a cover letter and resume online at oregoncf.org/about/careers.
For the full job description, please visit OCF-GFF - Administrative Assistant II