Assistant to the President, Vice President, and Board

The Oregon Education Association is seeking a seasoned executive assistant whose primary responsibilities are to support to the OEA President OEA Vice President and OEA Board of Directors. The person in this position will perform complex administrative support duties. Responsibilities include but are not limited to some accounting budget and bookkeeping duties. The person in this position is expected to maintain a high level of confidentiality as they regularly have access to sensitive information. This position is based at our office in Portland Oregon and requires regular inoffice presence.

ESSENTIAL JOB FUNCTIONS:

General

Support and advance the OEA mission vision and values.

Contribute to support and actively engage in the organizations commitment to create and maintain a diverse equitable and inclusive workplace. Participate in activities trainings and/or workgroups to support OEAs commitment in this important mission.

Essential Functions

Performs administrative duties for the OEA President and Vice President and on a less frequent basis for members of the Board of Directors. Uses MS Office applications to produce letters memos reports and databases. Answers telephones takes messages makes site and travel arrangements for meetings maintains governance lists maintains files opens and distributes departmental mail copies materials as needed.

Attends and takes minutes for OEA Board meetings. Composes and types meeting summaries and minutes; distributes to appropriate individuals; and maintains archives. Makes all meeting arrangements and preparations for Board Executive Committee and Presidents meetings includes preparing material packets for Board/Executive Committee members prior to scheduled meetings.

Updates OEA Board Handbook and other governance documents.

Updates OEA Handbook (includes Bylaws Policies Resolutions).

Prepares documents and coordinates assembly and distribution of OEA RA Handbook (both electronic and hard copy). Works as part of core governance/staff OEA RA planning team. Supports Officers and Committee Chairs during OEA RA. Takes and distributes RA minutes. Works with OEA President to create and send email communications to delegates.

Provides administrative support to governance committees as assigned and maintains database of committee membership.

Credentials Committee Staff Liaison.

OEA RA Planning Committee Staff Liaison.

Tracks nomination forms manages data and prepares ballots for mail elections for Board of Directors and NEA RA State Delegates. Tracks nominations and communicates with candidates for OEA RA elections (statewide positions).

Distribute materials to Board members local leaders and staff.

Supports NEA RA planning and may be a team member of the NEA RA staff at the NEA RA. Works with OEA President to create and send email communications to delegates.

Other duties as assigned by the President Vice President Executive Director or designee including assisting Managers as needed.

KNOWLEDGE SKILLS AND ABILITIES

Intermediate level experience with current computer systems operating systems and software including the most uptodate Microsoft Office Professional suite (Word Excel Access Outlook and PowerPoint).

Able to type a minimum of 55 words per minute.

Experience in typing and designing general correspondence memos charts tables etc.

Excellent attention to detail with a high level of accuracy.

Competency in grammar punctuation and editing.

Experience using copy print and scanning machines phones and other common office equipment.

Able to work effectively under pressure and maintain a professional demeanor under pressure.

Able to work as part of a team and collaborate with others to get work done.

Willingness to display a helpful attitude toward members employees and the public.

Honesty and truthfulness in dealing with all matters of the job. Able to keep confidential and/or sensitive information private.

Able to work independently with minimal supervision.

Able to determine priorities make decisions based on the priorities and meet deadlines.

Able to stand sit and bend in order to perform routine office functions.

Able to lift five pounds (5 lbs) to ten pounds (10 lbs).

Able to communicate verbally and in writing.

MINIMUM QUALIFICATIONS:

Education & Experience

High school graduate or equivalent including commercial courses or post high school business curriculum.

Five (5) years administrative support experience.

Experience in supporting management or executive level positions is preferred.

Bilingual English / Spanish preferred.

OTHER INFORMATION:

Supervisory

The employee works under the direction of the Executive Director and is assigned to support the OEA President Vice President and OEA Board of Directors.

The employee in this position is expected to operate with relative independence.

This position is not in a supervisory role.

Work Environment

This position is based at the OEA Headquarters office in Portland Oregon and requires inoffice presence.

Position requires evening and weekend work to meet business needs; overtime may be required.

Travel is expected for workrelated purposes. A successful candidate will have access to reliable transportation.

Reasonable Accommodation

The Oregon Education Association is committed to the full inclusion of all qualified individuals. As part of this commitment the Oregon Education Association will ensure that persons with disabilities are provided reasonable accommodation. If reasonable accommodation is needed to participate in the job application or interview process and/or to perform essential job functions please contact Human Resources at .

Benefits:Employees receive fully paid medical dental and vision benefits for themselves and qualified dependents significant paid time off and paid holidays employer contribution to 401k after meeting eligibility requirements pension vesting after 5 years of employment and much more.

The Oregon Education Association is an equal employment opportunity employer.