Virtual EA

Job Description Executive Assistant to the President & CEO
Travel Lane County promotes the Eugene, Cascades & Coast region to support a vibrant year-round and countywide economy that enriches our communities. 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. A late arrival, a tech hiccup, a meeting that shifts direction mid-sentence. 3+ years of experience in executive-level administrative support, ideally supporting a President & CEO, executive or board.

• 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.
• Ability to work occasional evenings and weekends for conferences, organizational functions and events.

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. Starting pay: $24.72 per hour (full-time, non-exempt)
Medical and dental insurance
Paid holidays, vacation and sick leave
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.

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.
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.

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.
• Draft correspondence, including general email, formal letters and letters of support, based on direction from the President & CEO.
• Draft presentation decks based on approved templates and provided notes or direction, as a working draft for further refinement.

Build board packets: collect individual staff reports, assemble and review content, and distribute and file per established process.

• 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; 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.

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.
• 3+ years of experience in executive-level administrative support, ideally supporting a President & CEO, executive or board.
• 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.
• Ability to work occasional evenings and weekends for conferences, organizational functions and events.

Experience in the administrative execution of the HR process.
• Familiarity with transient lodging tax funded or municipally accountable organizations.

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.