Job Description

The Executive Assistant will support the Executive Director in administrative duties and projects and support activities for the Board of Directors of Mid-Willamette Valley Community Action Agency. Weekly schedule is Monday - Friday, business hours at the Main Office in Salem, Oregon. Shift schedule for this position requires ability to work on Thursday evenings for Board Meetings twice per month.MINIMUM QUALIFICATIONS The requirements listed below are representative of the knowledge, skill, and/or ability required.EDUCATION and/or EXPERIENCEBachelor\'s Degree and 2 years of administrative work experience; or, Associate\'s Degree and a minimum of four years of administrative work experience. Prior work experience directly supporting any senior level executive is required. An acceptable combination of education and experience may be accepted.KNOWLEDGE, SKILLS & ABILITIES

• Intermediate proficiencies in MS Office (Outlook, Word, Excel, Teams, Publisher); intermediate proficiency databases, presentation software, communications tools, as well as Adobe and Canva. Intermediate document and digital records, slide decks and media postings.

• Basic proficiencies with math computations, spreadsheet calculations. Thorough knowledge of business English, grammar, and composition including accurate spelling.

• Detail-oriented with high level of accuracy in reviewing, emails, calendars, documents and spreadsheets.

• Experience providing technical assistance and information; monitoring procedures and processes; skilled in oral and written communication, answering questions and explaining technical information and decisions using tact and diplomacy.

• Able to maintain strict confidentiality.

CERTIFICATES, LICENSES, REGISTRATIONSValid driver license and insured vehicle available for use on the job; satisfactory driving record for previous three years.Candidate must pass a comprehensive MWVCAA background screening prior to employment.Successful registration with the Child Care Division\'s Central Criminal Background Registry is required.Candidate must pass pre-employment and random drug screenings.**ESSENTIAL DUTIES AND RESPONSIBILITIES This job description is not intended to be all-inclusive. Employee will also perform other reasonably related business duties as assigned by immediate supervisor and other management as required.Perform a variety of advanced administrative duties involving considerable initiative and independent judgment.Schedule and confirm all Executive Director travel dates, reservations, conference fees and hotel accommodation in a manner consistent with agency travel policies.Monitors and responds to email and mail correspondence and determines how to handle routine phone, email and mail items.Handles and prepares sensitive and confidential information such as investigation information; maintains confidential files, Board of Directors files, and Executive Director\'s files.Independently creates documents such as reports, forms, questionnaires, phone and mailing lists, press releases, and agendas from rough draft or verbal instructions. Compose and/or type correspondence from rough draft, dictation, and/or verbal instruction.Coordinates and schedules meetings by preparing agenda and other written materials, reserving rooms, contacting guest speakers, and sending notices of times, dates, and locations to appropriate parties; takes meeting minutes; plans and coordinates special events. * Oversees all Board processes and documentation to ensure compliance with public meeting rules and accountability.SUPERVISORY RESPONSIBILITIESThere are no supervisory duties in this position.PHYSICAL DEMANDS Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Specific vision abilities required by this job include close vision and ability to adjust focus. Hearing abilities are required.Occasionally lift up to 25 pounds.Manual dexterity for handling office equipment, documents and phone.Must be mobile to get to other sites or events, and mobile within the building.May require use tech equipment for extensive phone and video call work.Requires the ability to tolerate a fast pace, pressure to meet deadlines for meetings and projects from multiple executives and Board Members. * Maintains professional demeanor and a calm disposition.Occasional interaction with the public and public speaking.WORK ENVIRONMENTIndoor, office work environment with frequent interruptions and demands.Working with coworkers/clients over the phone, via video conferencing and in-person.Occasional noise and distractions in workspaces.Requires driving between sites and locations where work is expected.Occasional remote work. Most daily work is on-site at the Main Office.MWVCAA is committed to promoting and achieving diversity, equity and inclusion with employees and with those we serve. The agency strives to be an employer of choice with a vision for all people to be respected for their infinite worth, and supported to envision and reach a positive future.MWVCAA is proud to be an Equal Opportunity Employer. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender expression, age, veterans, and people with disabilities or any other protected category. We welcome all people to join us in achieving our Mission. If you require any assistance in the application process, or reasonable accommodations to perform the essential duties of the position, please notify a member of our team at (503) 585-6232.If you need ADA accommodations to apply for MWVCAA job openings, please contact Human Resources at or call 503-585-6232 to ask for a HR Team Member.**This is a partial list of essential duties and responsibilities.Child Care Division Central Background Registration and pre-employment drug screening is required.

Community Action