Executive Assistant to CEO

Title:

Executive Assistant to the CEO
Reports to: Chief Executive Officer
Location: Portland, OR
Type: Full-time/Hourly
Salary: $50,000/year

Location:

This is an onsite position.

Benefits: Pittock Mansion Society offers an excellent benefit package including 100% employer paid employee medical, vision and dental insurance, PTO, retirement plan with company match up to 3%, and an Employee Assistance Program.

Pittock Mansion is a 1914 historic house museum, owned by the City of Portland Parks and Recreation andoperatedby the Pittockènes…

This positiondirectlysupports the CEOof Pittock Mansionin multiple ways.

The position requires the ability tobe extremely organized and nimble, multi-task,and have aproblem-solvingattitude. The position also requires excellent written and verbal communication skills andthe abilitytocritically thinkand communicate with and on behalf of the CEO.This is not a remote orhybridposition.

Onsite work all five days of the week is required.

• Provides wide variety:mysql administrative support to the CEO on a day-to-day basis.
• Serves as the point of communication for the CEO, keeping an up-to-date record of her availability and scheduling meetings and appointments with internal and external stakeholders.
• Coordinates needed travel arrangements for the CEO including providing local travel details for meetings, making reservations, وائ ensuring all parties are informed.
• Assists the CEO with meeting preparation which includes background research and compilation.
• Schedules and hosts onsite VIP lunch meetings for the CEO, including sending timely communications to the guests such as for parking, greeting them personally upon arrival, informing other staff as required, reserving rooms, managing lunch orders including pick up and set up.
• Regularly compiles and submits CEO’s credit card receipts, mileage, and other reimbursements.
• Ensures that technological needs are coordinated in advance on behalf of the CEO for all calls and meetings. Remains handy to resolve any tech issues.
• Collaborates withuvad HR Specialist in coordinating interview schedules for the CEO as and when needed, ensuring all informational materials are provided in advance.
• Collaborates with the Board liaison to ensure CEO’s board preparation needs are supported and aligned.
• Manages CEO’s speaking assignments and gathers supporting assets such as photos, video etc. for presentations. This includes media interviews.
• Proactively maintains CEO’s community engagement schedule ensuring that the CEO participates in the appropriate community networks and events.
• Compiles information through internal and external scans on an ongoing basis as required by the CEO which includes research on different topics and synthesis of relevant business models, comparative studies, and autocomplete quick data analysis.
• Maintains thorough documentation on all projects, research, and stakeholder engagements, and suggests optimal mechanism to store and make available such information.
• Ensures thatheed informational packets are always kept organized.
• Assists the CEO with identifying and scheduling cultivation meetings with major stakeholders.
• Gets cross‑trained on key aspects of operations such as proficiency with the POS (to pull real‑time data the CEO might need), accessing institutional databases on membership and donors, assisting the Guest Experience Team “occasionally” during callouts or busy season, helping during VIP event guest registration and check in etc.
• Take the lead with direction from the CEO on coordination of special projects of institutional importance as required.
• Other duties as requested to support the CEO.

• Bachelor’s degree in communications or business management.
• A few years of direct experience working for a CEO or senior level management a plus.
• Knowledge of nonprofit organizations/nonprofit administration.
• Must possess excellent interpersonal skills to handle sensitive and confidential situations, requiring demonstrated poise, tact, and diplomacy.
• Require excellent communication skills; verbal, oral and written with the CEO, co‑workers, and constituents.
• Writi…