Administrative Associate

Description

A national leader in rural philanthropy, The Ford Family Foundation is a private foundation benefiting communities in rural Oregon and Siskiyou County, California. In 1957, Kenneth W. Ford & Hallie

E. Ford established a then-modest foundation to give back to the timber communities of southwest Oregon. It grew in size, scope and geography to become The Ford Family Foundation in 1996, with its main office in Roseburg, Oregon. One of the three largest grantmaking foundations in Oregon, The Ford Family Foundation has assets in excess of $1 billion, an annual budget of approximately $55 million, an eight-member Board of Directors and 56 employees located in two office locations and in rural communities throughout Oregon and Siskiyou.

The Administrative Associate is a vital member of the Foundation’s administrative team, providing advanced clerical, organizational and operational support to ensure the smooth function of daily activities and strategic initiatives. This role supports senior program staff and department leadership, contributing to both routine operations and special projects.

The Administrative Associate is responsible for coordinating complex scheduling and overseeing logistical arrangements for meetings and events. This position requires frequent interaction with the public, partners, grantees and internal staff, demanding a high level of professionalism, discretion, and proactive problem‑solving. The Administrative Associate may also participate in cross‑functional initiatives and organization‑wide efforts, occasionally requiring travel and work outside regular business hours.

This is a non‑exempt position, and the hourly wage is $25.50 per hour. Our excellent benefit package includes paid time off and holidays, health and dental insurance, health savings account, generous retirement plan, matching gifts program, access to an employee assistance program, professional development opportunities, rejuvenation leave and more. Performance and compensation are reviewed at least annually.

This position is hybrid with a minimum of three days a week in the office. Residency within 40 miles of Roseburg is required.

Deadline to submit applications, along with a thoughtful and engaging letter of interest, is Friday, March 6, 2026, 4:00 pm PST.

Letter of interest should include:

• Insight into why you believe you would be a strong fit for the role.
• Insight into what draws you to work at the Foundation.

Please note that the Final date to receive applications is subject to change. The position may close sooner than the deadline listed based on the number of applicants. Applicants must be currently authorized to work in the United States on a full‑time basis. We are unable to sponsor or take over sponsorship of an employment visa at this time.

Administrative Support

• Coordinate logistics for on‑ and off‑site meetings and events, including venue and catering arrangements, registration, communications, and technology setup.
• Prepare materials for meetings and convenings.
• Manage and reconcile monthly expense reports for team members.
• Provide highly complex scheduling support, coordinating appointments and meetings across multiple Outlook calendars with internal staff and external stakeholders.
• Process contracts, manage contract details with program staff, and route payments as needed.
• Support staff and guest travel planning, including lodging, communications, and itinerary preparation. Assist Foundation guests and consultants with travel arrangements as needed.
• Serve as the primary point of contact for incoming team calls and inquiries, exercising independent judgement and professionalism in responding to and directing communications appropriately.
• Oversee meeting set‑up and provide note‑taking support for team discussions and decision‑making processes.
• Provide grant‑related administrative support, including scheduling site visits, following up on reports, and assisting with grant system updates.
• Participate in support staff meetings and contribute to organization‑wide projects, including rotating front desk coverage.
• Provid…