Weekend Virtual Assistant Jobs in Oregon (NOW HIRING)

Regional Arts & Culture Council values a community in which everyone can participate in arts and culture and strives to cultivate equity in all of its programs. We value a diverse workforce, built upon inclusion, equity and cultural humility and are proud to be an equal opportunity workplace. RACC programs support artists and arts organizations, promote RACC's core values, and advance the community's access to a wide range of arts and culture experiences.

The Executive Assistant is a highly organized and proactive team member who supports the organization's daily administrative and operational functions. This role combines traditional executive administrative support responsibilities with operational coordination and systems management to help ensure the organization runs smoothly and efficiently.

The ideal candidate is detail-oriented, resourceful, and service-minded, with strong communication and organizational skills. This position requires someone who can manage multiple priorities, anticipate needs, improve processes, and provide dependable support across teams.

Essential Functions and Responsibilities:
Administrative Support

• Provide general administrative support to leadership and staff
• Serve as primary administrative support to the Executive Director
• Manage the Executive Director's calendar, scheduling, and meeting coordination
• Coordinate Executive Director travel arrangements, itineraries, and expense documentation
• Support preparation for leadership meetings, presentations, and external engagements
• Draft, format, and proofread correspondence, reports, agendas, and other materials for the Executive Director
• Manage confidential and sensitive information with professionalism and discretion
• Coordinate board and committee meeting logistics, scheduling, and materials in partnership with leadership
• Track key deadlines, follow-up items, and organizational priorities for the Executive Director
• Support communication and coordination between the Executive Director and staff, board members, partners, and external stakeholders
• Provide administrative support to program team, as needed
• Prepare and maintain organizational documents, files, and records
• Monitor shared email inboxes and respond to inquiries as appropriate
• Assist with internal communications and organizational coordination efforts

Operations Coordination

• Support day-to-day office operations and organizational workflows
• Coordinate vendor communications, office supplies, and facility needs
• Help maintain operational systems, templates, and procedures
  
• Track organizational deadlines, renewals, and recurring administrative tasks
• Assist with onboarding logistics for new employees and contractors
• Coordinate technology setup and office equipment needs with vendors or IT support
• Support internal process improvement and cross-team coordination efforts

Financial & Administrative Support

• Assist with invoice collection, payment tracking, and expense documentation
• Support vendor setup and administrative recordkeeping
• Help organize payroll and benefits documentation as needed
• Support recruiting process through administrative processes management and onboarding/offboarding coordination
• Maintain accurate administrative and operational records
• Assist with data entry and reporting tasks across departments

Organizational Support & Communication

• Serve as a helpful point of contact for staff, vendors, and external partners
• Support organizational events, trainings, and staff meetings
• Help maintain a positive, organized, and collaborative work environment
• Contribute to continuous improvement of organizational systems and processes

Required Knowledge, Skills and Abilities:

• 4+ years of administrative, operations, office management, or coordination experience
• Strong organizational and time management skills
• Experience coordinating meetings, events, or organizational operations
• Excellent written and verbal communication skills
• Ability to manage multiple priorities and follow through independently
• Strong attention to detail and problem-solving skills
• Proficiency with Microsoft Office, Google Workspace, and virtual meeting tools
• Ability to handle confidential information professionally

Preferred Knowledge, Skills and Abilities:

• Nonprofit experience
• Experience with project management or workflow tools (i.e. Asana)
• Familiarity with financial or HR administrative processes