Executive Assistant - Part Time

$41,600 - $52,000/Yr

Express Employment Professionals - Bend, OR

Part-time - Entry Level

Onsite - Bend, OR

1,001-5,000 employees

Administrative and Support Services

About the position

The Executive Assistant provides high-level executive support to the CEO, the Executive Committee, and department heads of the association. This role involves managing calendars, travel arrangements, and meeting preparations, as well as supporting the office's operational needs. The position may evolve into a full-time role depending on the needs of the organization.

Responsibilities

• Assist the CEO in calendar management and email support as well as meeting preparation.
• Assist the senior staff and the Executive Committee with calendar management.
• Make travel arrangements, including flights, hotels, conference registrations, and dinner reservations.
• Respond to the needs of the Board of Directors and Executive Committee, including meeting notices, tracking RSVPs, and compiling meeting materials.
• Assist senior staff with planning and organizing internal and external events, committees, and meetings.
• Manage room rentals and oversee the classroom and annex conference room.
• Organize and maintain governing documents for the association.
• Assist the CEO in creating meeting materials for the Executive Committee and Board of Directors.
• Maintain office supplies and ensure office equipment is operational.
• Manage complex office projects in conjunction with the CEO.
• Assist other department heads with meeting notices, RSVP tracking, and minute-taking.
• Field calls coming into the CEO and process payroll.
• Perform bank reconciliation and send mail as needed.
• Assist with gathering documents for year-end taxes and place calls on past-due accounts.
• Travel as requested and perform other duties as directed.

Requirements

• 2-3 years of previous professional experience in an Association, non-profit, or membership organization.
• Some accounting experience is preferable.
• Excellent computer skills (PC or Mac) and experience with Microsoft business applications (Outlook, Word, Excel, PowerPoint), Google, Database and/or CRM software, Canva, and Adobe Acrobat.
• Ability to problem solve and source information with attention to detail.
• Ability to multitask, prioritize, and manage time efficiently with multiple interruptions.
• Good communication skills—phone, email, written, and oral.
• Experience with reporting to boards and/or committees.
• Strong writing and editing skills.
• Ability to organize sizable amounts of information and maintain confidentiality.
• Experience with meeting and event planning.

Nice-to-haves

• Experience with Canva and Adobe Acrobat.
• Experience in a role that requires making presentations and dealing with emotional customers.

Benefits

• Paid holidays
• Sick time