Job Title: Community Impact Assistant
Since 1973 The Oregon Community Foundation (OCF) has pursued a mission to improve lives for all Oregonians through the power of philanthropy. With a growing endowment nearing $2 billion, OCF has become one of the nation’s largest community foundations, awarding more than $109 million last year in grants and scholarships. OCF connects caring with action by matching donors to causes and communities in need. OCF’s work rests on some basic principles: responsible stewardship of funds entrusted by donors; work in partnership to address common needs and aspirations; prioritize investments that create substantive change and attempt to resolve problems at their source; advance equity, diversity and inclusion through programs; and research and evaluate programs and initiatives.
Primary Purpose: The Community Impact Assistant provides a wide range of complex and confidential executive support to the Chief Community Impact Officer (CCIO) and general administrative support for the Community Impact Department. The position facilitates efficient execution of the CCIO’s portfolio of activities.
Essential Duties and Responsibilities:
A. Executive Support for the Chief Community Impact Officer
• Complete a broad variety of administrative tasks for the CCIO:
o Acts as a primary point of communication with internal and external stakeholders seeking contact with the CCIO. Proactively manages correspondence from the CCIO’s office. Compose and prepare correspondence that is sometimes confidential. Disseminates information to others on behalf of the CCIO.
o Manage an extremely active calendar of appointments and coordinates with other staff members to ensure timely completion of action items identified at meetings or otherwise specified by the CCIO
o Arrange complex and detailed travel plans, itineraries, and agendas.
o Completes travel and expense reports, invoices and contracts.
o Compile documents and materials for meetings collaborating with other departments as appropriate.
o Work in collaboration with OCF’s communications team to create PowerPoint slide decks and talking points for CCIO presentations.
B. Administrative Support for the Community Impact Department
• Handle logistics for meetings (webinars, department retreats, trainings, etc.) to include scheduling, room set up and clean up, catering, signage, and technology needs. Prepare and distribute agendas, record minutes and ensure timely distribution and retention of meeting records.
• Schedule program officer, staff strategic review, regional coordinating committee meetings, and other meetings as requested.
• Coordinate group travel arrangements for department members attending conferences and events.
• Support the planning and execution of bi-annual statewide leaders gatherings including support with registrations, logistics, and materials.
• Assist with recruitment activities and onboarding of new hires.
• Coordinate and monitor the department’s budget throughout the year,and organize the annual budget process.
• Reconcile department members’ credit card reports.
• Support regional strategies by compiling regional plans and progress reports; maintaining regional team records; producing reports for the board of directors; and scheduling team and team leader meetings and trainings.
• Proofread and format all CCIO sections of the OCF board book. Create and verify the “all actions” section.
• Assist department staff in the creation and production of board committee books.
• Assist with the creation and production of customized reports using iPhi database, Excel, Word, and PowerPoint for meetings of the board, subcommittees of the board and volunteer advisory committees.
• Solicit information for and provide regular department updates for the OCF Weekly Highlights email and the Equity, Diversity and Inclusion report.
• Maintain and update department sections of the OCF website and intranet.
Marginal or Non-Essential Job Duties:
• Provide backup for other related positions within the department and for the reception desk, as needed
• Assist with cross-department projects and events including OCF’s annual luncheon
Required Cultural Values:
In addition to the specific job requirements for each position, staff are expected to embody certain cultural values to support OCF’s mission: communicate effectively, value one another, demonstrate accountability, embrace possibilities, address conflict and take action.
Required Education, Knowledge, Experience and Skills:
• Five years’ progressively responsible executive administrative support. Experience working in non-profit sector desired.
• Bachelor’s degree or equivalent combination of experience and education in lieu of degree.
• Excellent working knowledge of MS Windows, Outlook, Excel, Word, PowerPoint, Publisher, Internet, and experience working with an integrated database.
• Ability to gather and analyze information and produce concise reports.
• Excellent customer service skills – provide service that is prompt, courteous and competent to convey trust and confidence.
• Ability to maintain strict confidentiality and high degree of professional discretion dealing with sensitive or confidential information.
• Possess cultural agility skills necessary to work effectively with diverse people, teams and communities.
• Outstanding communication skills – verbal and written, plus strong editing and proofreading skills.
• Exceptional organizational skills – detail oriented, accuracy, able to prioritize and manage several tasks at a time, able to meet multiple deadlines and able to quickly shift priorities and adapt to change.
• Excellent collaboration skills – able to work effectively, respectfully and cooperatively with other team members and staff from other departments.
• Ability to prioritize conflicting needs, handle matters expeditiously and proactively and to follow through on projects to successful completion, often with deadline pressures.
• Excellent knowledge of administrative, budgeting and accounting procedures.
• Able to take initiative and use appropriate level of judgement to deal with non-routine matters.
• Knowledge of meeting venues, technology, and equipment.
Compensation and Benefits:
The starting salary for this position is $22.31/hour; starting rate is dependent on candidates’ applicable experience and knowledge. OCF offers an excellent benefit package with generous paid time off, choice of medical and dental plans, vision, outstanding 401k retirement plan, cell phone stipend, commuter and healthcare savings accounts, employer paid disability and life. Our employees have access to an Employee Assistance Plan, paid volunteer leave, and professional development opportunities.
How to Apply
The Oregon Community Foundation is an Equal Opportunity Employer committed to equity, diversity and inclusion. We strive to build a diverse workforce to promote effective work in partnership with all communities and population groups in Oregon. We welcome a diverse pool of qualified applicants.
We are accepting resumes through May 3, 2019. To apply, provide a cover letter addressing how you meet the requirements of this position and include your resume. https://www.oregoncf.org/explore-ocf/careers
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