Trust Operations Assistant Jobs in Oregon (NOW HIRING)

About RACC

RACC values a community in which everyone can participate in arts and culture. It also strives to cultivate equity in all its programs. We value a diverse workforce built upon inclusion, equity, and cultural humility, and we are proud to be an equal opportunity workplace. RACC programs support artists, arts organizations, teaching artists, advocates, and community members with arts projects; promote RACC's core values; and advance the community's access to a wide range of arts and culture experiences.

Role Summary

The Executive Assistant to the Executive Director is a seasoned, highly organized professional who serves as the Executive Director's right-hand - anticipating needs, managing priorities and the flow of information, and helping the organization's leadership run smoothly. The role blends high-level executive support with operational coordination and systems management.

Beyond traditional administrative support, the ideal candidate is a proactive, energetic thought partner - someone who brings initiative and creative problem-solving, holds the details the Executive Director cannot, anticipates what is coming, and represents the Executive Director and RACC with professionalism and cultural fluency.

Key Responsibilities

Executive Support & Partnership

• Serve as the primary executive support to the Executive Director - managing calendar, scheduling, travel, itineraries, and meeting preparation.
• Manage confidential and sensitive information with discretion and sound judgment, acting as a trusted extension of the Executive Director.
• Draft, format, and proofread correspondence, reports, agendas, and presentations on the Executive Director's behalf.
• Track key deadlines, follow-up items, and organizational priorities for the Executive Director.
• Coordinate board and committee meeting logistics, materials, and scheduling in partnership with leadership.
• Support communication between the Executive Director and staff, board members, partners, and external stakeholders.
• Represent the Executive Director and RACC to internal and external audiences with professionalism and cultural fluency.

Operations Coordination

• Support day-to-day office operations and organizational workflows.
• Maintain operational systems, templates, and procedures, and help drive process improvements.
• Coordinate vendors, office supplies, facilities, and technology and equipment needs.
• Track organizational deadlines, renewals, and recurring administrative tasks.
• Support onboarding logistics for new employees and contractors.

Financial & Administrative Support

• Assist with invoice collection, payment tracking, and expense documentation.
• Support vendor setup and administrative recordkeeping.
• Maintain accurate administrative and operational records and assist with data entry and reporting.

Minimum Qualifications (Required)

Please apply only if you meet all the following:

• A minimum of 5 years of experience directly and primarily supporting a senior executive (Executive Director, CEO, C-suite leader, or equivalent principal), where high-level executive support was the core function of the role - not administrative or coordination work more broadly.
• Demonstrated cultural competence and literacy: a track record of building trust and working effectively across diverse cultures, identities, and communication styles, and readiness to serve as a credible representative of the organization and its Executive Director within a diverse arts and culture community.
• Proven discretion and judgment managing highly confidential information as a trusted extension of a senior leader.
• Exceptional organization and attention to detail, with the ability to manage multiple priorities and follow through independently.
• Excellent written and verbal communication skills.
• Strong proficiency with Microsoft Office and Google Workspace.

Preferred Qualifications

• Experience in a nonprofit, arts, culture, or other mission-driven organization.
• Board and committee support experience.
• Familiarity with project management or workflow tools (e.g., Asana) and document-tracking systems.
• Familiarity with financial or HR administrative processes.
• Connection to, or familiarity with, the Portland arts and culture community.

To Apply

In your cover letter, please briefly describe your direct experience supporting a senior executive: whom you supported, for how long, and the scope of what you owned.

RACC is an equal opportunity employer. We value a diverse workforce and an inclusive culture, and we encourage applications from candidates of all backgrounds.