Executive Assistant - Part Time

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Located in Bend, OR

Salary: $20-$25/hr

Executive Assistant Job Description 

 

DESCRIPTION OF THE ORGANIZATION:
Our client represents more than 2,500 members involved in all aspects of the residential and commercial real estate markets throughout Central Oregon.

POSITION SUMMARY:
The Executive Assistant provides high-level executive support to the CEO, the Executive Committee, as well as the department heads of the association. This position also helps support the remainder of the office where needed—the possibility of turning into a full-time role. 

ESSENTIAL FUNCTIONS:

• Assist the CEO in calendar management and email support as well as meeting preparation.
• Assist the senior staff and the Executive Committee with calendar management.
• Make travel arrangements, flights, hotel, conference registrations, dinner reservations, and compile any other necessary information concerning travel. 

• Respond to the needs of the Board of Directors and Executive Committee, including meeting notices, tracking RSVPs, attendance, compiling and distributing meeting materials, and taking minutes.

• Assist senior staff with the planning and organizing of internal and external events, committees, and meetings, including facilities and catering as well as oversight of the classroom and annex conference room.

• Manage room rentals.
• Organize and maintain governing documents for the association.
• Assist the CEO in the creation of all meeting materials for the Executive Committee and Board of Directors.

• Maintain office supplies.
• Ensure office equipment is operational by completing all necessary preventative maintenance, calling for repairs, and evaluating new equipment.

• Manage complex office projects in conjunction with the CEO.
• Assist other department heads with meeting notices, RSVP tracking, and minute-taking where needed.

• Assist with phone calls as needed with main office lines.
• Fields call coming into the CEO.
• Process payroll.
• Bank Reconciliation.
• Send mail when needed.
• Ability to work with the Finance Director to answer accounting in person.
• Place calls on past-due accounts.
• Assist with gathering documents for year-end-end taxes.
• Travel as requested.
• Other duties as directed.

QUALIFICATIONS:

• 2-3 years of previous professional experience in an Association, non-profit, or membership organization.

• Some accounting experience is preferable.
• Excellent computer skills (PC or Mac) and experience with standard Microsoft business applications (Outlook, Word, Excel, PowerPoint), Google, Database and/or CRM software, Canva, Adobe Acrobat, and a willingness to learn new software as directed.

• Ability to problem solve and source information.
• Accurate and precise attention to detail.
• Ability to multitask, prioritize, and manage time efficiently with multiple interruptions.
• Must have good communication skills—phone, email, written and oral
• Ability to make presentations and deal with emotional customers.
• Self-motivated and willing to support our small team.
• Experience with reporting to boards and/or committees.
• Strong writing and editing skills.
• Ability to organize sizable amounts of information.
• Ability to maintain confidential information.
• Experience with meeting and event planning.
• The candidate cannot have an active real estate license.
• Vaccinated and willing to wear a mask when required by local, state, or national policies.

 

Job Type: part-time

 

Salary: $20-$25/hr 

 

Schedule:

• 5-6 hour shift
• 25-30 hours per week
• Monday to Friday

Ability to commute/relocate:

• Bend, OR 97701: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Associate (Preferred)

Experience:

• Microsoft Powerpoint: 1 year (Preferred)
• Microsoft Excel: 1 year (Preferred)

Benefits:

• Paid holidays
• Sick time

Work Remotely:

• No

Work Location: In person

 

Please call 541-389-1505 and ask to speak with Natasha 

 

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