Executive Assistant Of Operations Jobs in Oregon

Zidell Family Philanthropy is the umbrella organization that manages and supports three distinct private family foundations: the Jay & Diane Zidell Charitable Foundation, the Jason E. Zidell Foundation and the Zidell Family Foundation. Together, these foundations invest in organizations and initiatives that strengthen communities, expand opportunity and improve lives throughout Oregon and beyond. Because we are a small team, every role has the opportunity to make a visible contribution.

Great benefits offered including:

• Competitive pay with annual review
• Three (3) weeks of vacation accrued annually
• One (1) annual paid Personal Holiday
• Eleven (11) paid Holidays annually
• Two (2) weeks of sick time accrued annually
• Medical, Dental, and Vision options the first of the month after date of hire
• 401(k) with a match
• Profit Sharing
• Paid leave and Long-Term Disability benefits at no cost
• Tuition Reimbursement
• Company sponsored Wellness Program
• Annual employee events including company picnic, golf tournament, holiday celebrations, and much more
• Free on-site parking

Summary: 

This position will ensure the smooth functioning of the administration and support 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 foundations trust-based model of philanthropy in the way in which the team operates internally.  

Essential functions:

• Oversee the Foundations grant database (Foundant). Includes creating and editing Foundation correspondence templates; managing the disbursement of each grant through its lifecycle (from entry through the remainder of the grant period); and tracking grant requirements and payments. 
• Primarily responsible for thoroughly vetting new grantees for compliance and reputation and annually conduct a comprehensive due diligence evaluation for existing grantees prior to awarding any new grants.  
• Demonstrate and maintain a high degree of discretion, solid judgment and confidentiality when handling sensitive information related to the Zidell family, board members, grantees, and foundation operations. 
• Manage the Foundations record-keeping efforts: ensure key documents are scanned, filed electronically, and saved in the grants database.  Includes maintaining up-to-date contact information for grantees. 
• Liaise with grantees and the broader nonprofit community.  Includes preparing correspondence as well as managing the distribution and collection of applications and reports. 
• Help prepare materials for grantmaking meetings including report summaries, charts, grant recommendations, prepare PowerPoint slide decks and other digital presentations. 
• Annual Board Meetings support including collect the agenda, take notes, prepare minutes, collect signed conflict of disclosures for minutes, collate and combine minutes, agenda, reports, and other meeting items. 
• Maintain digital and hard copy Foundation Corporate books including minutes, bylaws and other entity updates, conflicts of disclosures and resolutions. 
• Assist with the evaluation of grant applications and progress reports. 
• Serve as lead staff for special projects assigned by the director including design social media campaigns, maintain website and capacity building. 
• Interest in attending deeper learning opportunities and attend conferences. 
• Self-starter who is thorough and can work independently but enjoys being part of a team and can think strategically. 
• Coordinate and manage projects and logistics. 
• Ability to be a relationship-builder, continuous learner, and problem-solving. 
• Other duties as assigned.

Work environment:

• Office environment.
• Public facing position will require a professional, polished approach to all aspects of the work.
• Optional home office.

Physical demands:

• Capable of bending, stooping, pushing, pulling, lifting 10lbs, reaching overhead, sitting long periods of time in an office environment.
• Able to key into a computer at average speeds, file and communicate by writing and by telephone.
• Walking and standing.

Required education and experience:

• 3 to 5 years of professional work experience in an executive support or related position.
• Anticipate needs and act accordingly.
• Possess a high degree of discretion and confidentiality.
• Provide a high degree of customer service for both internal and external individuals.
• Excellent grammar and composition skills required.
• High level of proficiency in Microsoft suite.
• Strong analytical and problem-solving skills; project management.
• Ability to exercise independent judgement and able to work independently.

Preferred education and experience:

• 3 to 5 years previous experience in non-profit sector work, with leadership experience preferred.
• Bachelor's Degree in related field preferred