Executive Assistant, Board Liaison & Office Manager

Portland OR

10 April, 2022

3:33 AM

Description

Press release from the Portland Business Alliance: April 8, 2022 The Portland Business Alliance and Downtown Portland Clean & Safe are seeking candidates to fill the position, Executive Assistant, Board Liaison & Office Manager To apply, please submit a cover letter, resume and three professional references to [email protected]. EXECUTIVE ASSISTANT, BOARD LIAISON & OFFICE MANAGER The Portland Business Alliance ("Alliance") serves as Greater Portland's Chamber of Commerce. Our mission is to create opportunity and advance well-being for all who live and work in the Greater Portland and SW Washington regions. Our vision is a healthy and resilient business ecosystem. We support access, opportunity, and advancement for all people. We recognize unfair bias and historic discrimination, and work to eliminate barriers. We embrace connectivity and work together respectfully to drive solutions. We meet setbacks with openness to listening, learning and adaptation. We give the honest answer. We do what we say we will. We are accessible, active, and visible to the community. The Downtown Portland Clean & Safe (DPC&S) district provides extraordinary essential services to the people, places, and businesses within a core 213-block area of our unique city. Operating since 1988, the district is one of the oldest, largest, and most successful enhanced service districts in the nation. The two organizations are affiliated and maintain separate and independent boards. SUMMARY The Executive Board and Administrative Office Manager provides daily administrative support for the President and CEO of the Portland Business Alliance as well as for the Executive Director of Downtown Portland Clean & Safe. This role serves as liaison to more than 100 members of the board of directors and respective executive committees of the Portland Business Alliance, Downtown Portland Clean and Safe, and Charitable Institute. Additionally, this role supports overall office management and conditions as well as front desk operations. - VIEW JOB DESCRIPTION - JOB DUTIES Executive Assistant and Board Liaison: 75% As the Executive Assistant to the Alliance's President & CEO, this role completes a broad variety of administrative and programmatic tasks including: Manages an extremely active calendar of appointments; proactively addresses conflicts in schedulingKeeps the President/CEO well-informed of upcoming commitments and responsibilitiesCompiles documents for appointments and meetings; prepares reports and presentationsFacilitates sensitive and confidential correspondenceOrganizes Senior Staff meetings and annual Senior Staff retreat As the Executive Assistant to the Executive Director of Downtown Portland Clean & Safe (DPC&S), this role completes a broad variety of administrative and programmatic tasks including: Coordinates and supports monthly Downtown Retail Council meetingsCoordinates monthly Cleaner's LunchesProvides programmatic support as needed and assigned As the Board Liaison, this role provides direct support and management for the Board of Directors of the Alliance, Downtown Portland Clean & Safe, and the Charitable Institute, and includes: Maintains Board correspondence, by-laws, and other pertinent Board materials; ensures compliance with Board by-lawsServes as primary staff liaison to the Board of DirectorsRecords meeting minutes and acts as liaison to the Secretary of the Boards Prepares meeting agendas and packets for disseminationCoordinates annual Board of Directors Retreat and annual Appreciation Day event for DPC&SCoordinates onboarding of new directorsCoordinates ad-hoc Board subcommittees throughout the yearCoordinates Governance CommitteesMaintains accurate and up-to-date Board of Directors roster and calendar for the year ahead Office Management: 25% As the Administrative Officer Manager, this role is responsible for overseeing the daily operations of the office and its various departments. Duties include regularly communicating with department heads, relaying important information or policy changes from upper management, and actively assessing and coordinating office needs. Other duties include: Manages the scheduling and logistics for staff meetings and eventsOrders supplies and materials for the officeMaintains a clean and professional look and feel of the office spaceCoordinates technical assistance with various providers (i.e. phone, internet, IT, etc.), when appropriateCoordinates the calendar of our various conference rooms with outside entitiesProvides front desk welcome and reception of visitors, along with coordination with the building security and building managementAnswers general communications and routes to appropriate staffAssists with Certificates of Origin processingSets up meetings, including room preparation, ordering of catering, phone or teleconference calls and audio/visual communications resources, as neededMaintains calendars, provides phone support, and processes mailCommunicates with members via mail, email, and phoneAssists Senior Staff with administrative support, as needed MINIMUM QUALIFICATIONS 7 years of experience and/or training or equivalent experience in administration and office management SUCCESS FACTORS Must possess the ability to work well with a team, yet function independentlyPossess an entrepreneurial, strategic, energetic, and proactive demeanor while functioning in independent situationsExemplify the organization's core values, of collaboration, resiliency, integrity, transparency and equity WORKING CONDITIONS The physical demands and work environment described here are representative of those that must be met by the 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. Work is normally performed in a typical interior/office work environmentNo (or very limited) exposure to physical riskThe employee may be required to push, pull, lift, and/or carry up to 20 pounds. Occasionally that requirement may be higherThe noise level in the work environment is usually quiet and, at all times, is within safe OSHA decibel constraints In addition to office hours, this position may require work outside of the normal office atmosphere on a limited and seasonal basis, when needed, including during the implementation and set-up for holiday promotions, events, and other projects as needed.SALARY: $70,000 – $80,000 PER YEAR The Portland Business Alliance ("Alliance") serves as greater Portland's Chamber of Commerce. Our mission is to create opportunity and advance well-being for all who live and work in the greater Portland and SW Washington region. Our vision is a healthy and resilient business ecosystem. We support access, opportunity, and advancement for all people. We recognize unfair bias and historic discrimination, and work to eliminate barriers. We embrace connectivity and work together respectfully to drive solutions. We meet setbacks with openness to listening, learning and adaptation. We give the honest answer. We do what we say we will. We are accessible, active, and visible to the community. Downtown Portland Clean & Safe an affiliate of Portland Business Alliance is an equal opportunity employer and does not discriminate against any employee or applicant on the basis of age, color, disability, gender, gender identity, national origin, race, religion, sexual orientation, veteran status, or any classification protected by federal, state, or local law. VIEW JOB DESCRIPTION (PDF) This press release was produced by the Portland Business Alliance. The views expressed here are the author's own.