Executive Assistant

Job Description

Job Description

Executive Assistant to the President & CEO

About Us

Travel Lane County promotes the Eugene, Cascades & Coast region to support a vibrant year-round and countywide economy that enriches our communities. Our team is collaborative, innovative and driven by a shared commitment to serving the place we call home.

The Role

We're looking for an Executive Assistant to support our President & CEO. You'll manage the details behind board and committee work, correspondence, scheduling and travel, so the CEO can spend her time on the strategic and stakeholder work that only she can do.

Much of what this role produces, from board packets to letters of support, goes to public officials and community partners. That means the person in this role needs to write clearly, keep things organized and handle sensitive information carefully, all while staying calm when a board meeting needs an extra chair, a missing copy or a fast answer.

What Makes You a Great Fit

• You anticipate what's needed and go get it. You pick up on what a busy day requires, and you're already solving it before anyone has to ask.
• You know which days need your full attention, and you give it. Board and executive committee days move fast, and you're ready for whatever comes up.
• You measure your success by the team's success. You're motivated by outcomes, and you find real satisfaction in knowing your work made things run smoothly.
• You stay calm when something's happening in real time. A late arrival, a tech hiccup, a meeting that shifts direction mid-sentence. You handle it in the moment and keep things moving without missing a beat.
• Writes clearly and handles sensitive information with care. Board matters, personnel details and pre-decision conversations stay where they belong, and people trust you with them.

What is Required

• 3+ years of experience in executive-level administrative support, ideally supporting a President & CEO, executive or board.
• Demonstrated discretion and highest standards of confidentiality in handling board, personnel and other sensitive information.
• Strong written communication skills, with the ability to draft correspondence intended for public officials, and an understanding that most such correspondence is treated as a public record.
• Proficiency with Office 365 and SharePoint; experience with Granicus or similar CRM tools a plus.
• Demonstrated technical aptitude to quickly learn new data and reporting platforms, with the capacity to independently run and interpret reports over time. 
• Comfortable exercising independent judgment on routine scheduling matters, with that judgment developing over the first several months in the role.
• Highly organized and detail-oriented, with the ability to manage multiple concurrent workflows and deadlines.
• Ability to work occasional evenings and weekends for conferences, organizational functions and events.

What to Expect

This role is based in our downtown Eugene office, and your schedule will generally track with the President & CEO's own. When she's traveling or out of the office, you'll have more flexibility to work remotely. Board, executive committee, Issues Committee and Charitable Fund Committee meetings are part of the rhythm of this job, along with occasional evening or weekend commitments for conferences and organizational events. You'll also be a familiar face at these meetings, greeting board members, setting up the room and handling whatever comes up so the CEO doesn't have to think about it.

Starting pay: $24.72 per hour (full-time, non-exempt) 

Benefits include:

• Medical and dental insurance
• Paid holidays, vacation and sick leave
• Employer SEP/IRA contributions after two years

Work that Matters

Your work supports the President & CEO's ability to lead on behalf of Travel Lane County and the communities we serve. It's detailed work with real weight behind it, since much of what you produce reaches the officials and partners who help shape the future of the visitor economy here.

Submit your cover letter and resume to: 

This position is open until filled. First review of applications will be on August 14.

Travel Lane County is an equal opportunity employer committed to creating an inclusive workplace where everyone feels welcome and valued.

Purpose of Position:
This position provides high-level administrative and board support to the President & CEO, managing the details that keep board and committee operations, correspondence and scheduling running smoothly. The Executive Assistant protects the President & CEO's time for strategic, board and stakeholder-facing work by owning the process details behind the scenes, while also supporting HR process execution and other organization-wide administrative functions.

Responsibilities:

Calendar & Meeting Management (20%)
•    Manage the President & CEO's calendar: surface conflicts, reschedule routine meetings and route or accept meeting requests.
•    Prepare materials and background information for external meetings.
•    Capture and document next-step summaries from meetings, and handle or assign each item.
•    Manage staff-wide calendar scheduling, e.g. staff meetings, holidays and organization-wide events.
•    Track and flag birthdays, work anniversaries and other milestones needing recognition.

Communications & Presentation Support (20%)

•    Draft correspondence, including general email, formal letters and letters of support, based on direction from the President & CEO.
•    Maintain a running log of letters of support for Issues Committee review.
•    Develop correspondence templates over time from prior examples.
•    Draft presentation decks based on approved templates and provided notes or direction, as a working draft for further refinement.

Board & Committee Support (25%)
•    Manage Outlook calendar invitations, RSVPs and attendance tracking for Board, Executive Committee, Issues Committee and Charitable Fund Committee meetings.
•    Build board packets: collect individual staff reports, assemble and review content, and distribute and file per established process.
•    Maintain the annual board meeting calendar, e.g. recurring agenda items tied to specific months such as the annual plan and budget adoption.
•    Arrange board meeting logistics, e.g. location, meal logistics, room setup, meeting materials and meeting minutes.
•    Provide on-site support for committee meetings, e.g. meeting materials and minutes
•    Maintain board member records (CRM contacts/tags, board webpage, meeting attendance) and build onboarding packets for new board members.
•    Build the monthly lodging and other reports by pulling data from various sources and platforms accurately into the approved format; run reports on demand.

HR/Personnel Process Support (20%)
•    Maintain personnel files and track employee acknowledgements of company policies and updates. 
•    Handle the administrative tasks of employee recruitment and onboarding.
•    Handle the administrative tasks of benefit management, e.g. paperwork, enrollment tracking and recordkeeping.
•    Handle the administrative tasks of the performance review cycle, e.g. setting up review cycles in BambooHR, prompting staff to complete forms and tracking completion. 

Additional Responsibilities (15%)
•    Provide general administrative support to the President & CEO as needed, e.g. travel logistics, coding receipts.
•    Support visitor center operations as needed by greeting visitors, answering questions and providing destination information.
•    Additional duties as assigned.

(Percentages provided as a guide only. Work will vary over time.)

Position Requirements:
•    3+ years of experience in executive-level administrative support, ideally supporting a President & CEO, executive or board.
•    Demonstrated discretion and highest standards of confidentiality in handling board, personnel and other sensitive information.
•    Strong written communication skills, with the ability to draft correspondence intended for public     officials, and an understanding that such correspondence is treated as a public record.
•    Proficiency with Office 365 and SharePoint; experience with Granicus or similar CRM tools a plus.
•    Demonstrated technical aptitude to quickly learn new data and reporting platforms, with the capacity to independently run and interpret reports.
•    Comfortable exercising independent judgment on routine scheduling matters, with that judgment developing over the first several months in the role.
•    Highly organized and detail-oriented, with the ability to manage multiple concurrent workflows    and deadlines.
•    Ability to work occasional evenings and weekends for conferences, organizational functions and events.

Preferred Requirements:
•    Experience supporting a nonprofit board or a government-adjacent organization.
•    Experience in the administrative execution of the HR process.
•    Familiarity with transient lodging tax funded or municipally accountable organizations.

Compensation/Hours:
•    Full-time, non-exempt hourly position (40 hours per week).
•    Primarily based in our downtown Eugene office. Remote flexibility is available at the discretion of the President & CEO.
•    Some evening and weekend availability required for occasional organizational functions, conferences and events.
•    Benefits include medical and dental insurance, paid holidays, vacation and sick leave.
•    Employer contribution to SEP/IRA after two years of employment.
•    This position reports to the President & CEO.