Executive Assistant

Girl Scouts of Oregon and Southwest Washington currently has a fantastic opportunity for a talented, forward-thinking individual who shares our vision of helping Girl Scouts change the world for the better. We are seeking a highly effective Executive Assistant. In this role, you’ll provide administrative support to the Chief Executive Officer (CEO) and the board of directors. You’ll also support nonprofit governance.

What you’ll do

Administrative Support of the CEO

• Answer and respond to inquiries via phone and email. Proofread and prepare documents. Coordinate travel arrangements. Receive and handle mail. Coordinate meetings and ensure all necessary supplies are provided. Prepare and submit reports.
• Manage and maintain the CEO’s schedule and calendar with sensitivity to the priorities and goals of the office; proactively prepare the CEO for upcoming meetings and engagements.
• Support the CEO with fundraising efforts to prepare materials and packets, schedule meetings, and prepare presentations.
• Assist with CEO communications to various staff groups, volunteers, and external audiences. Prepare correspondence, memoranda, and other documents as requested.
• Provide administrative support to other council executives and support special projects, as requested.

Administrative Support of the BOD

• Coordinate board of director meetings. Support the CEO and Board Chair to establish agendas, coordinate information for packets, ensure resource materials are maintained and accessible, and that the meetings comply with the bylaws regarding the board and committee matters. Take and prepare minutes. Maintain meeting records in compliance with the bylaws.
• Schedule, plan, and coordinate various board committees, activities, and retreats as directed.
• Effectively manage contacts and relationships with board members and committees.
• Produce and edit board and committee mailings, communications, documents, reports, and presentations.

Governance Support of the Council

• Ensure BOD meetings are held in compliance with the bylaws.
• Coordinate events, including the annual meeting.
• Advise and support council decision-makers to ensure appropriate protocols, organizational policies, and procedures follow the bylaws.
• Manage and maintain BOD files and historical rosters, documents, and records. Ensure required forms and records are completed and filed.
• Update, revise and distribute BOD manuals and onboarding materials.
• Coordinate the recruitment and election of the organization’s National Council Delegates and facilitate their preparation for and travel to the National Council Session held every three years.
• Archive and maintain the retention system for forms and corporate documents, including the charter, bylaws, and policies for the board, committees, and task groups.

What you bring

We are most interested in finding the best person for this job, who will be successful and satisfied in the role. If you believe you are that person, we encourage you to apply, even if you do not meet every qualification listed below.

• At least three (3) years of experience in an administrative support role. Preferably supporting executive-level positions and/or board of directors.
• Time management and prioritization skills. Able to meet deadlines.
• Self-starter/takes the initiative.
• Ability to work independently, without direct supervision, and collaboratively as a team member.
• Highly organized.
• Detail-oriented and highly accurate.
• Excellent communication skills.
• Ability to copyedit and proofread.
• Advanced computer skills, including Microsoft Office Suite (Outlook, Excel, Word, Publisher, etc.)
• Microsoft Teams, and Zoom.
• Calendar management/meeting organizing skills.
• Flexibility, agility, adaptability.
• Budget creation and management skills.
• Proficient with Adobe Acrobat PDF creation, editing, and creating forms.
• Ability to work occasional nights and weekends.
• Ability to travel to meetings and events locally and occasional overnight stays.
• Preferred – Understanding of Robert’s Rules of Order.

The Details

Compensation – Nonexempt/hourly, starting at $25.00 – $27.50 per hour, depending on experience.
Benefits – Health, dental, life, long-term disability, and short-term disability insurance. We also provide a generous retirement plan, paid time off, and paid holidays. See more details on our website.
Hours – Full-time, business hours, with some flexibility. Some evenings and weekends, and occasional overnight trips.
Location – This role requires in-person meetings and events several times per month. Other job duties can be performed remotely, in our Portland Service Center, or in a hybrid setting, based on your preference.

About Girl Scouts of Oregon and Southwest Washington: At Girl Scouts of Oregon and Southwest Washington, it’s our mission to build Girl Scouts of courage, confidence, and character who make the world a better place. Staff supports a network of dedicated volunteers who bring Girl Scouts programming to youths in their community. Since 1912, Girl Scouts has supported children and young adults to achieve their full potential—and today, Girl Scouts stands as the preeminent leadership development organization for young women. With Girl Scouts of Oregon and Southwest Washington, you can make a difference in the lives of Girl Scouts, adult volunteers, and the world.

Diversity, Equity, and Inclusion: We encourage, value, and honor diversity and support a culture of equity and inclusion. We are committed to fostering diversity at every level of the organization. We are an equal opportunity employer.

We recognize that a commitment to these values is a living commitment that requires attention, reflection, and continual action. All employees must support these efforts and participate in training, projects, and initiatives to forward this work. Click here to read our complete Equity Statement.

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How to Apply: Submit your application via our Careers site.