Associate Director-Executive Office Management

All Hands Raised

Job Announcement

Title : Associate Director, Executive Office Management

Reports to : Vice President of Operations

Status : .75 FTE (30 hours a week); salaried exempt.

Compensation :

75 FTE Salary Range : $ 45,000 to $ 47,750 DOE.

Note : Annual Base Salary Range @ 1 FTE : $ 60,000 to $ 65,000)

Generous PTO and holiday schedule; hybrid work schedule; medical, dental and vision coverage.

Application Deadline : Friday, October 25, 2024 @ 5

All Hands Raised Mission (AHR) : Join a team that puts children and educational equity front and center in all that we do.

The All Hands Raised team believes that transforming children to reach their full academic and personal potential is the job of the entire community.

That is why, focusing on educational equity, we relentlessly and systematically connect our community’s diverse assets from cradle to career, working collaboratively with broad-based and diverse community partners to help children reach their full potential.

All Hands Raised is committed to improving the lives of over 206,000 young people aged 0-24 in Multnomah County; and, in turn, the region's economic vitality.

Be part of a committed and talented team at All Hands Raised, which has been named by Oregon Business magazine as one of the 100 Best Non-Profits to Work for in Oregon.

All Hands Raised has a work environment based on respectful collaboration, mutual trust, and kindness towards each other.

We understand the importance of staff having a life / work balance in our policies and practices. Learn more at .

Position Summary : The Associate Director, Executive Officer Management (ADEOM) provides high-level administrative and operations support to the governance and operations functions of the organization.

The ADEOM provides executive-level administrative support to the Chief Executive Officer, Board of Directors and the Partnership Council who include representatives from government, non-profit, business, education, community-based organizations, and elected officials.

This person understands that providing administrative support is critical to support the Board in fulfilling their roles in governing the organization.

The ADEOM fulfills an important internal role in the office management operations of AHR by providing excellent customer service to the AHR staff that ensures that they have the operational support they need to carry out their job duties and supports the Vice President of Operations by effectively administering office management functions.

Professional Readiness : All Hands Raised understands that there are many ways to determine professional readiness. Our goal is to take a comprehensive look at each job application and assess alignment with the organization's needs, understanding that previous training and experience are critical factors to consider.

The ideal candidate will have the following qualifications, experience, and leadership competencies, with a consideration of the applicant’s experience in meeting these criteria to be successful in this job.

Key Responsibilities and Duties :

Chief Executive Officer (CEO) Administrative Support

Proactively provide administrative support to the CEO by managing the CEO’s calendar to ensure relevant stewardship of all key stakeholders locally, regionally, and nationally.

This includes coordinating multiple internal and external calendars to schedule meetings and manage all associated meeting logistics.

Schedule meetings, speaking engagements, and travel itineraries for the CEO by adhering to deadlines and ensuring that the CEO’s time is managed efficiently.

Coordinate and provide briefings and agendas for the CEO’s appointments.

Board Liaison

Serve as the lead staff in managing, facilitating, and coordinating logistics of all Board and Partnership Council meetings including all chartered Board committees, the annual Board of Directors Retreat, the Board meetings, the New Member Board orientation meeting, and the Partnership Council coupled with creating slide presentations and other materials for these meetings.

Office Management

Responsible for office management functions including ordering office supplies, managing office equipment and vendors, troubleshooting operational issues that need to be addressed to support staff productivity including facilities management, IT support and other operational functions to ensure that staff have the tools they need.

Accounting Support

Preparing vendor checks, printing checks, mailing to respective vendors and maintaining vendor files.

Other duties as assigned by supervisor.

Knowledge, Skills and Abilities

Communications : Mastery of professional communication, both verbally and in writing.

Confidentiality : Demonstrates a high level of trust, discretion, and integrity when handling sensitive and confidential information.

Detail Oriented : Exhibits exceptional attention to detail in written communications, scheduling, and preparing materials for meetings, ensuring accuracy and completeness in all tasks.

Chief Executive Officer (CEO) Support : Proactively anticipate the CEO's needs by taking the initiative to streamline workflows, solve problems, and enhance overall efficiency without prompting.

Project Management : Skilled in managing multiple competing priorities in a dynamic, fast-paced environment, with the ability to stay organized, adapt to shifting demands, meet deadlines consistently, and ensure that the office management function is maximized for efficiency and productivity.

Software Proficiency : Demonstrated proficiencies in MS Office and Google Workspace with a strong working knowledge of calendaring software.

Emotional Intelligence / Collaboration : Proven ability to work effectively, internally and externally, across cultures, positions, and sectors with the highest degree of professionalism and grace to build / maintain positive relationships.

Non-profit Governance : Demonstrated understanding of non-profit functions including the role a Board plays in governance of the organization.

Conflict Resolution : Excellent collaboration and communication skills with the ability to successfully manage conflict, when it arises.

Qualifications

• 5+ years of executive level administrative, project management and operations support required.
• Bachelor’s Degree required or equivalent experience demonstrating the ability to implement the job duties successfully.

Personal Attributes

• Organized, punctual and diplomatic.
• Passion for educational equity and the understanding of the importance of this mission; preferably, from a lived experience.
• Thrives in a fast-paced, teamwork-oriented and collaborative work culture.
• Organized, punctual, persistent and diplomatic; position requires a flexible demeanor and a sense of humor under pressure.
• Excellent communication skills and an active listener that builds trust and rapport with other co-workers and key partners.
• Demonstrated ability to be a positive contributor to a collaborative work culture by having a positive growth mindset, is respectful to others and is inclusive, works well and respectfully in a cross-sector manner, is an empathetic and active listener who fosters trust and honesty in others, and establishes an authentic rapport with other staff and key stakeholders.

APPLICATION MATERIALS : HOW