Please note: the application deadline has passed (August 5, 2024).
James F. and Marion L. Miller Foundation seeks Executive Assistant
Executive Assistant
Reports to: Executive Director Position Type: Full-time/Hourly/Nonexempt (32-40 hours/week), negotiable Location: 1905 SE 10th Ave., Portland, Oregon Office Time: 75% of time required in office over 4 days/week
Position Overview
The Executive Assistant ensures the smooth functioning of the administration and supports the Executive Director’s ability to effectively lead the organization. Responsibilities include working with the Executive Director to provide administrative support for office operations, meetings, and the work of staff and board members. This position is part of a highly collaborative team that values learning, curiosity, flexibility, and mirroring the foundation’s trust-based model of philanthropy in the way in which the team operates internally. This is a new position in the organization and will require a high level of adaptability and collaboration.
The James F. and Marion L. Miller Foundation envisions an Oregon where the arts and artists thrive in supportive communities and educational systems support the effectiveness of teaching and learning in every classroom.
The foundation strives to be an equitable organization that values and supports diversity amongst staff, board, community organizations, and partners, and seeks to create an inclusive environment where all people, whatever their gender identity, race, ethnicity, national origin, age, sexual orientation or identity, education background, disability, or socioeconomic status, are valued and respected. We also value collaboration, teamwork, learning, innovation, kindness, compassion, respect, integrity, transparency, and flexibility.
Board and staff are embarking on an internal diversity, equity, inclusion, and belonging initiative.
We have a talented staff of six and operate in an accessible office in Inner Southeast Portland with off-street parking and access to public transit. Our foundation is comprised of passionate people who care deeply about the non-profit communities we serve, appreciate each other, work hard, and have fun. Staff members actively engage in a culture of celebration, including quarterly lunches and occasional staff outings, and an environment that welcomes bring-your-dog-to-work days and visits from children and other family members.
Medical and dental insurance: 100% coverage for employee for medical and dental; $350 flat fee per month toward dependent coverage (total, no matter the number of dependents), for medical only
Retirement benefits plan (10% match after first year of employment)
Qualifications
Minimum Education and Experience
3 years of professional work experience in an executive support or related position; 5 years preferred; foundation work experience preferred
Correspondence and copy editing
Research and summary writing
Project management
Alignment with MF’s mission and values: collaboration, teamwork, learning, innovation, kindness, compassion, respect, integrity, transparency, flexibility / Commitment to diversity, equity, inclusion, and belonging
Microsoft Excel
Preferred: Bachelor’s degree or related degree or certificate
Knowledge, Skills, and Abilities / Ability to…
Anticipate needs and act accordingly.
Give a high level of customer service to both internal and external constituents.
Understand board and non-profit governance.
Learn the full scope of the Miller Foundation’s work to provide more effective support.
Coordinate and manage projects and logistics.
Prepare clearly written summaries and analyses.
Create dynamic and engaging presentations including charts and graphics.
Manage social media accounts (LinkedIn, Instagram).
Maintain confidential information.
Communicate effectively interpersonally and in meetings.
Handle fast pace, heavy workload, and meet deadlines.
Work with a high level of proficiency in Microsoft 365 and Microsoft Office software, including Word, Excel, PowerPoint and Outlook; Slack; and Zoom.
Work with Adobe Acrobat Pro, Canva, and Webflow.
Manage highly detailed work with speed and accuracy.
Work collaboratively and respectfully with a variety of people and groups and to represent the Foundation effectively.
Application Instructions
Please send a cover letter and chronological resume to our recruitment consultant, Kathy Kniep, at kathy@kathykniep.com, by August 5, 2024.
In your cover letter, please answer this question in one paragraph: Tell us about a complex project you’ve managed.
An email acknowledgement will be sent to all applicants within two business days. If you do not receive an acknowledgment within that timeframe, please contact Kathy Kniep: kathy@kathykniep.com / 503-309-3433.
All inquiries will be handled confidentially.
The position will remain open until filled.
Not sure if you should apply? Please contact Kathy Kniep with questions: 503-309-4433 / kathy@kathykniep.com.
Applications will be scored according to this 100-point scale:
Education and Training: 5 points
Executive Support Experience: 30 points
Writing, Editing, Research Experience: 25 points
Project Management Experience: 15 points
DEI Experience: 5 points
Excel Skills: 10 points
Foundation + Related Nonprofit Experience: 10 points
Equal Opportunity Employer
The board and staff of the Miller Foundation believe they can meet the organization’s mission only with a diverse board and staff who actively cultivate a culture of equity and inclusion.
