Position: Executive Assistant - Energy Programs

Reports to: Director, Energy Programs

Compensation: Competitive salary commensurate with skills and experience

Employment Classification: Contract, contract to hire

Anticipated Start Date: As soon as possible, position is open until filled

Office Location: Portland Metro Area, Oregon, USA

BACKGROUND

About Energy Trust of Oregon

Energy Trust of Oregon is an independent nonprofit organization dedicated to energy efficiency and renewable energy development. We serve Oregon customers of Portland General Electric, Pacific Power, NW Natural, Cascade Natural Gas and Avista, and SW Washington customers of NW Natural. Year over year Energy Trust is recognized as one of the 100 Best Nonprofits to Work For in Oregon.

Our Vision

Clean, affordable energy for everyone.

Our Commitment to Diversity

We recognize the lack of diversity in our industry, and we actively seek to address it with our hiring and retention practices as well as our values. We believe every person and their lived experience is integral to building a vibrant culture and delivering effective services to all customers we serve. We are committed to the principles of diversity, equity and inclusion, and we encourage candidates with diverse backgrounds and experience to apply.

Our Location

Energy Trust provides for a range of work location options, including remote, hybrid and in-office work. We are open to candidates who live throughout Oregon and Washington. The Executive Assistant - Energy Programs would be expected to report to the office on a quarterly basis, at minimum.

What We're Looking For:

The Executive Assistant - Energy Programs directly supports the work of an executive level role, and their team of 50-80 staff, by providing time management and office administration assistance, including scheduling, booking meetings and trainings, managing travel arrangements, overseeing expense reporting and membership renewals, tracking meeting preparation, preparing information and materials, managing email correspondence on behalf of leadership, prioritizing, and tracking the status of multiple tasks and requests, and responding to or redirecting inquiries or requests when the executive is unavailable. This position contributes to special projects and teamwork throughout the organization and provides a variety of organizational support as needed.

This is a contracted position - 40 hours per week through December 2024 and is projected to convert to FTE in January 2025.

What You'll Do:

• Provides administrative support to the Director of Energy Programs. Schedules meetings, oversees meeting logistics, conducts accurate notetaking and maintains calendars in alignment with executive priorities.
• Composes communications proactively or in response to inquiries directed at the Director of Energy Programs. Sorts correspondence, mail and matters by order of importance and priority for immediate action by executives.
• Anticipates and organizes information for the Director of Energy Programs pertaining to upcoming meetings, appointments, and correspondence.
• Supports administrative tasks for Energy Program personnel as requested by group leadership.
• Operates independently and efficiently in absence of executives. Maintains a professional demeanor in representing executives and the organization.
• Processes payments, including sponsorships, events and memberships, and renews memberships. Maintains sponsorship, event, partnership and membership tracking tools.
• Tracks financial expenditures and provides monthly summaries.
• Registers staff for conferences and events and assists with coordination and booking of travel.
• Updates and maintains team policies and procedures, and coordinates with other administrative staff in the organization to ensure alignment of business processes and policies.
• Perform other job-related duties as assigned.
• Perform all functions of the job in a safe manner.
• Perform other job-related duties as assigned.

SUPERVISORY RESPONSIBILITY

• This position has no supervisory responsibilities.
• Minimum of 5 years of experience serving the needs of an executive and/or with demonstrated experience providing executive- and management-level administrative support including scheduling, prioritizing, coordination and logistics.

What You'll Need:

• Extensive experience using Microsoft Outlook to schedule meetings, organize events and maintain complex schedules and calendars for multiple staff members, preferably at the executive level. Experience preparing high-quality meeting materials, including agendas, notes, and other communications, as needed.
• Proficiency in various software applications and tools including Microsoft Word, Excel, PowerPoint, SharePoint, and web research.
• Experience with membership or customer relationship tracking databases, intranet platforms such as SharePoint and project management tools such as Smartsheet preferred
• Highly effective and efficient organization skills, including exceptional ability to manage scheduling demands and determining and executing work priorities.
• Highly professional demeanor, personal performance standards, and accountability.
• Proven customer service orientation.
• Follow internal processes and procedures, maintain systems and document administrative procedures
• Ability to work both independently and as a supportive, contributing team member.
• Desire to work in a fast-paced environment, including ability to work well under pressure and prioritize to meet deadlines.
• Must be able to interact with a diverse workforce and be comfortable working in culturally diverse settings and groups.

The above information is designed to outline the functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.

What You'll Get:

• Sick Leave/Health/dental/vision insurance offered via 3 rd party staffing agency
• Great colleagues and culture
• Flexibility to work from home and/or an office space at the Portland, OR location.
• Work from home laptop provided

APPLICATION INSTRUCTIONS:

All Applications must be submitted through Energy Trust's career page: https://www.energytrust.org/about/work-with-us/careers/

Don't meet every single requirement? Studies have shown that candidates from certain demographics are less likely to apply to jobs unless they meet every single qualification-for example, women and People of Color. At Energy Trust we are dedicated to building a diverse, inclusive and authentic workplace-if you're excited about this role but your past experience doesn't align perfectly with every qualification in the job description, we encourage you to apply. You may be the right candidate for this or other roles.

Energy Trust of Oregon is committed to providing equal employment opportunity for all persons regardless of race, color, religion (including religious dress and grooming practices), sex, sexual orientation, gender, gender identity, gender expression, age, marital status, national origin, ancestry, citizenship status, pregnancy, medical condition, genetic information, mental and physical disability, political affiliation, union membership, status as a parent, military or veteran status or other non-merit based factors. We will provide reasonable accommodations throughout the application, interviewing and employment process. If you require a reasonable accommodation, contact us. Energy Trust of Oregon is an E-Verify employer. This policy is applicable to all phases of the employment relationship, including hiring, transfers, promotions, training, terminations, working conditions, compensation, benefits, and other terms and conditions of employment.

Energy Trust is committed to pay equity. Energy Trust is committed to fair employment practices and non-discrimination, including pay equity for all employees. We do not discriminate on the basis of protected class (race, sex, veteran status, disability, age, color, religion, national origin, marital status, sexual orientation) in the payment of wages or screen applicants on the basis of their current or past compensation. We determine salary by completing a review of your application materials to evaluate your related education, experience and training.

Actual compensation packages are based on several factors that are unique to each candidate, including but not limited to skill set, depth of experience, and certifications in the pay equity assessment to determine equitable salary placement.

Starting Compensation: $66,200 - $82,000 // hourly rate: $31.83 - $39.42

www.energytrust.org

Additional Application Instructions

All Applications must be submitted through Energy Trust's career page: https://www.energytrust.org/about/work-with-us/careers/