Executive Assistant

Job Description

Job Description

Community Action Program of East Central Oregon
(CAPECO)
Position: Executive Assistant
Supervised by: Chief Executive Officer
Department: Administration
Classification: Regular Full Time
Position Status: Non-exempt
Location: Pendleton
Salary: $5,177/month
Benefits: Health, Dental, RX, Vision, FSA, Life Insurance, 401K Plan, Vacation, Sick, and Holidays
Schedule: This position is designated as in-office only. CAPECO is a collaborative workplace with a mission that values face-to-face interactions and teamwork. This position is a work on-site fully, to engage with colleagues, participate in collaborative efforts, and contribute to our shared goals.

POSITION OVERVIEW:
The Executive Assistant provides critical administrative, operational, and strategic support to the Chief Executive Officer and Leadership Team, ensuring smooth organizational functioning and effective stakeholder engagement.

ESSENTIAL JOB FUNCTIONS:
An employee in this position may be called upon to do any or all the following essential functions. These examples do not include all the duties which the employee may be expected to perform. Other duties, responsibilities and activities may change or be assigned at any time with or without notice. To perform this job successfully, an individual must be able to perform each essential function satisfactorily with or without reasonable accommodation.

• Administrative Support: Provide comprehensive administrative support to executive leadership, including managing calendars, scheduling meetings, coordinating travel arrangements, and prioritizing competing demands. Prepare meeting agendas, compile supporting materials, record and distribute meeting minutes, and track follow-up action items. Maintain organized filing systems and ensure timely completion of administrative tasks to support agency operations and strategic objectives.
• Communication Management: Respond to inquiries and distribute professional correspondence, reports, and announcements on behalf of executive leadership. Maintain clear and consistent communication with staff, board members, donors, and community partners, ensuring inquiries and requests are addressed promptly and professionally while upholding the agency's mission and values.
• Data and Document Organization: Maintain accurate and confidential records, databases, and electronic filing systems in compliance with agency policies and funding requirements. Prepare reports, board packets, contracts, and other organizational documents for review and signature. Ensure documentation is organized, accessible, and audit ready.
• Financial and Operational Tasks: Utilize accounting software to assist with agency tasks and the property portfolio. Assist with day-to-day financial administration by processing invoices, managing recurring expenses and assisting with financial reporting for grant tracking.
• Outreach and Engagement: Support the agency's fundraising, volunteer recruitment, and community engagement efforts by maintaining stakeholder contact databases, preparing outreach materials, and coordinating communications with prospective donors, grantors, sponsors, and volunteers.
• Project Coordination: Provide administrative and logistical support for program management, event planning, special projects and strategic initiatives. Ensure deadlines and deliverables are met.
• Creative and Marketing Support: Manage promotional materials, social media campaigns, and contribute to communications strategies. Support branding and public relations efforts by ensuring consistent messaging across communication channels and helping tell the agency's story to funders, partners, and the communities we serve.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES & MINIMUM QUALIFICATIONS:
The requirements listed below are representative of the knowledge, skills, abilities, and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Associate degree or equivalent; 3+ years administrative experience; experience supporting leadership preferred.
• Strong organizational and multitasking abilities to manage complex schedules and priorities.
• Excellent communication skills, both written and verbal, for interacting with diverse stakeholders.
• Proficiency in utilizing workplace technology, software applications and digital tools, , including Microsoft 365 (Outlook, Teams, Word, Excel and SharePoint, etc…) and other business software to support daily operations.
• Proactive and self-motivated mindset, capable of anticipating needs and problem-solving independently
• Experience in nonprofit administration, fundraising, or grant management is highly valued

WORK ENVIRONMENT AND PHYSICAL DEMANDS:
The physical demand and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to bend, kneel and crouch. Specific vision abilities required by this job include close vision and distance vision. The noise level in the work environment is usually moderate. The employee must occasionally lift, and/or carry/move objects up to 30 pounds.

• Office-based with frequent collaboration with some travel required.

SPECIAL REQUIREMENTS:

• Must pass a criminal history background investigation however, a conviction of a crime may not necessarily disqualify an individual from this position.
• CAPECO is a drug free workplace and pre-employment drug screening will be required.
• Due to federal funding, our drug screenings include the use of marijuana.
• Possession of or ability to obtain a valid driver’s license and insurable driving record is required.
• Occasional travel withing the service area; mileage reimbursed per IRS guidelines.

EQUAL OPPORTUNITY EMPLOYER
CAPECO does not discriminate in employment opportunities or practices based on race, color, national origin, religion, sex, sexual orientation, gender identity/transgender status, age, disability, veteran or marital status, genetic information or any other characteristic protected by applicable law.