Executive Assistant

The Xerces Society for Invertebrate Conservation is an international nonprofit organization that protects wildlife through the conservation of invertebrates and their habitat. Butterflies, dragonflies, beetles, worms, starfish, mussels, and crabs are but a few of the millions of invertebrates at the heart of a healthy environment. Invertebrates are essential to the reproduction of most flowering plants, including many fruits and vegetables; they are food for birds, fish, and other animals; they build the stunning coral reefs of our oceans. Yet invertebrate populations are often imperiled by human activities and rarely accounted for in mainstream conservation.

Named after the extinct Xerces blue butterfly (Glaucopsyche xerces), the Society has been at the forefront of invertebrate protection for forty years. We harness the knowledge of scientists and the enthusiasm of local citizens to implement conservation and education programs. Since 1971, we have protected endangered species and their habitats, produced ground-breaking publications on insect conservation, trained farmers, land managers, and gardeners to protect and manage habitat for beneficial insects, and raised awareness about the invertebrates of forests, prairies, deserts, creeks, and oceans.

The Xerces Society is headquartered in Portland, Oregon, with regional offices in several states, and currently has 15 full-time staff, multiple contractors, and an annual budget of over $1,400,000.

Position Overview:

The Xerces Society is looking for a goal-oriented problem solver with a professional demeanor to join our growing organization. Under the direction of the Executive Director, the Executive Assistant will provide administrative and outreach support for the Executive Director and additional staff as directed.

Responsibilities:

Working closely with the Executive Director, the Executive Assistant will:

Provide administrative support for the Executive Director including:

• managing his schedule,
• coordinating travel arrangements,
• search for academic research publications using library database, and
• editing, proofing, and formatting documents;

Manage and coordinate details for all meetings with Executive Director including:

• set up board, committee, and staff meetings,
• develop meeting materials, and do documentation of minutes;
• Manage the Executive Director's contact and media lists;
• Understand the Executive Director's relationship with key contacts in order to provide the timely and appropriate interaction with each contact;
• Develop and maintain filing systems;
• Maintain communication with contacts to assist the Executive Director when he is away from the office;
• Order office supplies;
• Provide telephone and email response to public inquiries for more information;
• Screen requests for outreach;
• Update and create new web pages;
• Manage media files;
• Interface with IT consultant for office technology issues;
• Provide assistance with office management; and
• Assist Executive Director with program work as needed.

Qualifications:

• College Degree or equivalent experience;
• Background in nonprofit work (2+ years preferred), or background that provides similar experience;
• Excellent computer skills, including use of MS Office software (Word, Excel, Publisher, PowerPoint, and Outlook), Adobe Acrobat, iPhones, and Internet;
• Excellent written, communications, human relations, scheduling, and time management skills;
• Good judgment and high level of attention to detail;
• Experience creating professional looking documents and correspondence;
• Aptitude for recognizing areas for improvement and capability to actively come up with innovative solutions;
• Ideal candidate will be technologically savvy;
• Ability to juggle multiple tasks while meeting shifting deadlines;
• Preferred experience updating WordPress websites;
• Dedication to environmental conservation (specific knowledge of invertebrates is not required);
• Good sense of humor;
• Proven ability to work as a member of a team; and
• Ability to complete work with little supervision.

This is a full time position and we are an at will employer.

Compensation: $28,000 - $38,000, depending on experience. This position includes a generous benefits package: 11 paid holidays and 2 weeks of vacation accrued after first year, medical benefits, and a flexible work environment. If the position is extended beyond 1 year, 8 percent of the base pay will be contributed toward a SEP retirement account, beginning in January of the calendar year following the first full year of employment.

Anyone interested in this position should mail or email a cover letter, résumé, and names and contact information for 3 references (if emailed, please send as a single MS Word or PDF attachment).

Executive Assistant Search
The Xerces Society
4828 SE Hawthorne Blvd.
Portland, OR 97215

The Xerces Society is an equal opportunity employer committed to workforce diversity.