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Executive Assistant

Created 3/5/2021 by Human Resources
Updated 3/5/2021 by Human Resources
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BACKGROUND

 

Energy Trust of Oregon is an independent nonprofit organization dedicated to energy efficiency
and renewable energy development. We serve Oregon customers of Portland General Electric,
Pacific Power, NW Natural, Cascade Natural Gas, Avista and SW Washington customers of NW Natural. Year over year, Energy Trust is recognized as one of the 100 Best Nonprofits to Work for in Oregon.

 

Energy Trust is committed to the principles of diversity, equity and inclusion. We strive to create a culturally attentive organization by reaching out to diverse candidates who will contribute a diverse range of perspectives, experiences, skills and ideas to help us better serve our customers, in particular communities of color, rural communities and low-income customers.

 
GENERAL POSITION SUMMARY

 

The Executive Assistant directly supports the work of the Executive Director by providing time management and office administration assistance, including scheduling, booking meetings and trainings, tracking meeting preparation, preparing information and materials, prioritizing, and tracking the status of multiple tasks and requests, and responding to or redirecting inquiries or requests when the Executive Director is unavailable. This position contributes to special projects and teamwork throughout the organization and provides a variety of organizational support as needed.

 

The Executive Assistant also directly supports the work of the Board of Directors by supporting the Board Services Group with timely and effective communication and logistical assistance. The Executive Assistant coordinates daily with the Board Services Group to ensure the Board of Directors receive information and materials to inform and prepare them for effective participation in multiple settings.

 

The Executive Assistant provides support to the Diversity, Equity and Inclusion (DEI) Lead as a member of the DEI Services Team. This support includes management and organization of Energy Trust’s internal DEI Committee and its external Diversity Advisory Council (DAC). The Executive Assistant is responsible for assisting in preparing agendas for these groups and in supporting the DEI Lead with any logistical, scheduling and communications needs.

 

As needed and requested, the Executive Assistant supports the work of the Executive Team, both collectively and individually. The Executive Assistant solicits topics and prepares agendas for each weekly Executive Team meeting and tracks the discussion, decisions and follow-up items made during the meetings. This person may provide time and project management assistance, including scheduling, booking meetings, tracking meeting preparation, preparing information and materials, prioritizing and tracking the status of multiple tasks and requests, and responding to or redirecting inquiries or requests.

 

The Executive Assistant is responsible for preparing a periodic administrative needs assessment of the organization to fully understand how our limited administrative resources are currently utilized and whether there are more efficient ways to allocate those resources. The needs assessment also includes a gap analysis to characterize the existing administrative needs at all levels of the organization, how they are currently – or not – fulfilled, and what additional resources might be needed to meet them. The Executive Assistant is responsible for preparing a proposal to the Executive Team based on this needs assessment with options to meet the administrative needs of the organization or to meet them more efficiently.  

 

Additionally, the Executive Assistant also serves as a backup resource to the Office Manager and will support some front desk and facilities maintenance in the Office Manager’s absence. The Executive Assistant participates in and contributes to cross-organizational projects and initiatives, participating as a team member and assuming autonomous roles and responsibilities related to administrative assistance.

 
ESSENTIAL FUNCTIONS / MAJOR RESPONSIBILITIES

In support of the Executive Director…

  • Provide calendar support to the Executive Director by scheduling meetings with other Energy Trust staff, Board members, the OPUC, utilities, and other stakeholders.
  • Provide administrative assistance to the Executive Director, including telephone, e-mail, technical support, mail, filing, routine correspondence, travel arrangements, expense reconciliation, and preparing meeting rooms.
  • Anticipate and organize information for the Executive Director pertaining to upcoming meetings and appointments, telephone calls, conferences, and correspondence.
  • Support internal communications efforts by the Executive Director across multiple platforms including newsletters, emails and Slack or other messaging tools.
  • Ensure the Executive Director is developing and strengthening relationships with staff including new staff as part of their on-boarding.
  • Coordinate Executive Director regional and customer event attendance scheduling, logistics support and materials preparation with outreach staff in Communications & Customer Service Group.
  • Track completion of follow-up items stemming from Executive Director meetings, speeches, conferences and other activities and events.

As a member of the Board Services Group…

  • Serve as a member of the Board Services Group in their support of the Energy Trust Board of Directors, not limited to:  assisting with the preparation of board packets, providing logistical support for board member travel and hotel accommodations, maintaining board member binders, and facilitating any engagements between the board of directors and the Executive Director.

As a member of the Diversity, Equity and Inclusion Services Group…

  • Provide scheduling and logistical support to the members of the internal DEI Committee and the external DAC.
  • Solicit topics and prepare the agenda for the DEI Committee and DAC meetings. Ensure that materials are sent out in a timely manner to attendees and that presenters know when to join the meeting.
  • Support the DEI Lead in developing, coordinating and delivering “First Thursday is Diversity Day” and other DEI related activities as needed.
  • Maintain SharePoint sites, webpages and other resources with up-to-date information and materials.
  • As a member of the DEI Committee, provide input, guidance and feedback on the organization’s DEI efforts and assist with the development and implementation of those efforts as applicable.

As a member of the Executive Team…

  • Perform the responsibilities of a member of the Executive Team including providing input on key issues and decisions made by the Team and providing strategic direction for the organization.
  • Develop and maintain the organizational calendar capturing major cross-functional responsibilities and initiatives.
  • Solicit topics and prepare an agenda for the weekly Executive Team meeting. Ensure attendees and presenters are notified when they need to join the meetings and that all presentations and materials are sent out with sufficient notification to the Executive Team.
  • Record the minutes of the Executive Team meetings and finalize and post each set of minutes in a timely manner.
  • Organize and maintain permanent files and records for the Executive Team, including OPUC quarterly and annual reports and presentations and documenting meetings and other correspondence with key stakeholders in Energy Trust’s Strategic Relationship Management system utilizing Microsoft CRM.
  • Develop and maintain the Executive pages on Energy Trust’s internal SharePoint site.
·         Oversee a periodic administrative needs assessment of the organization, in conjunction with Human Resources, that identifies current utilization of limited administrative resources and any gaps that may exist within the organization at all levels. Prepare a proposal to the Executive Team based on this needs assessment with options to meet the administrative needs of the organization or to meet them more efficiently.  

In support of the broader organization…

  • Mentor and support administrative staff throughout the organization, as assigned.
  • Serve as a backup for the Office Manager including, but not limited to: supporting the front desk in a prompt and professional manner, purchasing office supplies, coordinating vendors for facility maintenance as needed, reconciling credit card statements to ensure they have proper documentation and authorization and assisting with setting up and distributing materials for the Conservation Advisory Council and the Renewable Energy Advisory Council meetings.
  • Assist Office Management with employee conference registration and travel arrangements.
  • Perform all other special projects and administrative duties as requested.
  • Perform all job functions in a safe manner.
SUPERVISORY RESPONSIBILITY

 

This position currently has no supervisory responsibilities, but if there is a business need for such responsibilities, they may be assigned.

 

POSITION REQUIREMENTS

 

  • At least 3 years of experience as an Executive Assistant or 5 years of experience as a Senior Administrative Assistant within Energy Trust or 8 years of experience in a more junior position either within or outside of Energy Trust serving the needs of an executive and/or Board of Directors or equivalent, with demonstrated experience providing executive- and management-level administrative support.
  • At least 4 years of experience using Microsoft Outlook to schedule meetings, organize events and maintain complex schedules and calendars for multiple staff members, preferably at the executive level.
  • Highly effective and efficient organization skills, including exceptional ability to manage scheduling demands and determining and executing work priorities.
  • Ability to exercise initiative and excellent independent judgment and discretion in confidential settings and handling confidential information.
  • Highly professional demeanor, personal performance standards, and accountability.
  • Proven customer service orientation.
  • Ability to work both independently and as a supportive, contributing team member.
  • Desire to work in a fast-paced environment, including ability to work well under pressure and prioritize to meet deadlines.

 

PREFERRED SKILLS AND EXPERIENCE

 

  • Ability to think critically about strategic options impacting the organization and contributing to the decisions made by leadership.
  • Excellent, demonstrated oral and written communication skills, including grammar, proof-reading, and editing abilities.
  • Proficiency in Microsoft Word, Excel, PowerPoint, SharePoint, and CRM and web research.
  • Skilled in using the advanced features of Microsoft Outlook.
  • At least 4 years of experience supporting office management operations.

 

 

 

 

The above information is designed to outline the functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.

ADDITIONAL INFORMATION

 

  • Salary commensurate with skills and experience.
  • Competitive benefits package.
  • Position will close on Friday, March 19 at 5:00pm PST.

 

 

APPLICATION INSTRUCTIONS

 

Qualified individuals please submit cover letter, resume, and application (found on Energy Trust’s website www.energytrust.org/About/careers) to careers@energytrust.org.

 

Attn: Executive Assistant

 

Energy Trust of Oregon is an Equal Opportunity Employer that highly values diversity, equity and inclusion in the workplace.

www.energytrust.org
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Comments (1)
Human Resources on 03/05/21 on 11:06 AM (Pacific Time)
Qualified individuals please submit cover letter, resume, and application (found on Energy Trust’s website www.energytrust.org/About/careers) to careers@energytrust.org.

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