Executive Assistant

~ The Lower Columbia Estuary Partnership is advancing science, protecting ecosystems, and building connections to sustain the lower Columbia River estuary. ~

Located on the lower Columbia between the states of Oregon and Washington, we are one of 28 National Estuary Programs in the United States working to improve the health of a nationally significant estuary.

We are a 501c3 non-profit organization supported by the US Environmental Protection Agency, the states of Oregon and Washington and numerous other public and private entities. The Estuary Partnership includes all who live, work or recreate in the lower Columbia and estuary and are committed to its health and vitality.

Position Overview

This position reports to the Executive Director and works closely with other senior managers to carry out the goals of the Estuary Partnership and the Comprehensive Conservation Management Plan, and to develop and implement six-year implementation strategies and biennial workplans.

The Executive Assistant provides high-level, confidential support to the Executive Director and senior staff of the organization, helps carry out activities and manages all office operations. The positions works with a high degree of independence and communicates regularly with the Executive Director.

This position performs a variety of activities and interacts with a range of Estuary Partnership partners. Employees in this position have regular contact with staff throughout the organization, the Board of Directors, staff from agencies, the business community, community leaders, regional partners, the Governor's offices, donors and supporters, elected officials and their staffs, contractors, the press, technical experts, vendors, teachers, principals, school administrators, students, parents, citizen volunteers and the public.

Employees in this position regularly deal with sensitive issues, including human resources, that require confidentiality, tact, and diplomacy. 

Responsibilities 

• Participate in team meetings to discuss goals and objectives and help resolve issues.
• Serve as liaison between staff and the Executive Director and Deputy Director. 
• Provide smooth communication between the Executive Director and managers and staff, demonstrating leadership to maintain credibility and trust with senior management and staff, and relating issues or concersn to the Executive Director to ensure effective operations.
• Compile, assimilate, and prepare a variety of materials and documents, drafting personal correspondence, and other materials that facilitate the Executive Director's ability to effectively lead the organization.
• Help coordinate agenda of senior management team meetings and all-staff meetings, attend meetings, keep meeting records, prepare meeting records, and follow up with managers.
• Handle general requests for materials regarding the organization.
• Help coordinate, schedule, and implementorganization events, workshops or meetings.
• Assist with Board of Directors and Executive Committee meetings: set up meetings, ensure timely development and dissemination of agenda, compile necessary materials, prepare and maintain meeting records, and file all related files.
• Manage Executive Director schedule and calendar, including advising Executive Director of commitments and deadlines, and preparing materials for them.
• Follow up on contacts made by the Executive Director and support the cultivation of ongoing relationships.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
• Oversee general office management, including ensuring appropriate and adequate supplies, communicating with vendors, managing mail, maintaining contacts database, and paper and electronic files. 
• Implement office management procedures to ensure professional efficient, well-run organization. Suggest areas to strengthen policies or procedures.
• Serve as primary liaison with office management vendors, including information system needs, coordinating with Information Consultant.
• Assist Finance Manager with Human Resources tasks such as new hire orientation, annual performance review processes, tracking employee performance anniversary dates and advising managers of deadlines and requirements, and maintaining personnel file management. 

Qualifications 

• Skill providing information, advice, and assistance to a supervisor.
• Ability to exercise discretion and discern and maintain confidentiality, particularly in Human Resources tasks.
• Working knowledge of Microsoft Office suite of products, including word, excel (including formatting graphics and creating charts).
• Demonstrated organizational skills and ability to anticipate needs.
• Skill working with senior staff to assist the organization meets goals and ensure resource needs are understood.
• Skill managing or assisting with events. 

Knowledge & Skills: 

• Skill working in a team environment with understanding of roles and responsibilities of members and participating as member of management team.
• Understanding of the purpose, mission and activities of all program areas of the Estuary Partnership.
• Knowledge about Columbia Basin or Lower Columbia River and the National Estuary Program.
• Demonstrated ability to think strategically with high degree of initiative.
• Skill providing information, policy advice, and assistance to a supervisor; identifying problems, emerging issues and concerns with projects and programs and bringing those to supervisor's attention and defining an appropriate course of action.
• Skill supervising, coaching and evaluating staff and or volunteers.
• Skill as a project manager, identifying tasks, schedules and steps of the project and resources needed.
• Skill developing, planning, and managing projects and tasks and schedules associated with them.
• Ability to effectively implement multiple projects in multiple stages of project development or implementation.
• Strong verbal communications skills, ability to write clearly and persuasively, and build consensus.
• Skill representing the organization on advisory or technical committees and at meetings or conferences.
• Skill working with the media and with elected officials at all levels of government.
• Skill facilitating meetings and leading groups of people to come to an agreed upon approach to a problem.
• Skill working with a variety of viewpoints and diverse interests, and diverse populations and underserved
• communities, including communities of color and communities of limited income.
• Ability to exercise discretion, discern and maintain confidentiality.
• Strong interpersonal skills. 

Standards of Performance: 

• Support and carry out the Estuary Partnership ethics; place the river and public trust at the forefront.
• Adapt and continually improve.
• Support Estuary Partnership employees.
• Exhibit positive attitude and high level of professionalism.
• Provide exceptional service internally and externally.
• Include diverse populations, and underserved communities, including communities of color and communities of limited income, to improve racial, gender and cultural responsiveness when working with colleagues and partners and in carrying out job duties and responsibilities.
• Discern and maintain confidentiality of issues.  

~ The Estuary Partnership is an equal employment opportunity employer and an active affirmative action employer. The Estuary Partnership is a VEVRAA Federal Contractor and values the hiring of protected veterans or individuals with veteran status. ~