COMPASS seeks motivated candidates for the position of Administrative & Event Assistant. COMPASS champions, connects, and supports diverse science leaders for the well-being of people and nature.
The Administrative & Event Assistant (AEA) is a full-time (40 hours/week) position based in Portland, Oregon. The AEA will primarily work with the Chief Financial Officer and Executive Director to provide administrative and event-planning support for the organization. This position requires strong attention to detail, organizational and event-planning skills, and the ability to be proactive and work within structured systems with a high level of innovation and independence.
Essential Duties & Responsibilities
The AEA will divide their time between:
(a) Providing support to the leadership team including: scheduling, making travel arrangements, expense reporting, and other tasks as needed.
(b) Ensuring the accurate and timely completion of team time tracking, expense and credit card reporting, and other administrative duties across the organization.
(c) Logistical support and planning for a variety of organizational events, including board meetings, staff retreats, workshops, trainings and other events.
(d) Managing and maintaining the organizational Salesforce database, ensuring that all data is entered correctly and in a timely fashion, and providing staff with training and support in using and improving the Salesforce database and data tracking or gathering systems.
(e) Managing and maintaining the Portland, Oregon office.
(f) Maintaining the organizational administrative systems including: maintenance of Dropbox files, Zoom accounts, Evernote binders and files, and other productivity accounts or software.
(g) Tracking of grant and proposal deadlines and maintaining grant records and files in both Salesforce and Dropbox.
(h) Other tasks as needed.
COMPASS welcomes applications from candidates with exceptional attention to detail, strong organizational skills, and excellent interpersonal skills.
The ideal candidate must have:
A desire to provide logistical support for the design and implementation of highly professional meetings, workshops, briefings, trainings, and other events
Interest and competence in learning new processes, technologies, and tools quickly
Strong organizational skills, with the ability to manage multiple projects, people, deadlines, and details
Aptitude for organizing and working with people to generate effective workflows and systems
Ability to work in an environment that requires a proactive approach, identifying and solving problems, and fast turnaround times
Ability to remain calm under pressure
A work style that combines strong interpersonal skills with tenacity, creativity and the ability to quickly solve problems
Strong communication skills and the ability to give and receive direct and constructive feedback
High proficiency with Mac systems and office productivity software including, but not limited to: Microsoft Office (Word, Excel, and PowerPoint), iWork (Pages and Keynote), PDF creation and merging, Salesforce, and calendaring
Proficiency with online communication and file sharing tools such as Skype, Dropbox, Google Apps, and Evernote
In addition, the ideal candidate will have:
Previous administrative or executive support experience
Previous event coordination and support experience
Education and Experience
Two or more years of administrative and/or event planning experience. Experience working in a non-profit environment preferred.
This position reports to the CFO, and will work closely with them on many projects. This position will also be accountable to other staff when working on various projects. In particular, the AEA will be accountable to the Executive Director and other team members when working on training or engagement events. They will also be expected to interact regularly with the rest of the COMPASS team.
The job predominantly involves working at a desk as well as occasional local and domestic travel (car, plane, train, etc). Physical requirements while working in the office include sitting for long periods of time, performing extended computer-based work, keying data into the computer, conducting business by phone, reaching, standing, bending and lifting up to 25 pounds. Physical demands while traveling include being able to sit for long periods of time, being able to spend significant amounts of time standing or walking (i.e. walking around a room distributing things to participants/picking things up from them, going back and forth between support staff working at a hotel and an event), and carrying or moving up to 25 pounds.
Shared office space in the Portland, Oregon COMPASS office. The office is currently shared with three other COMPASS staff members. Other COMPASS team members are located in other offices around the country, and will primarily interact with the AEA via Skype or other online communication methods.
Compensation and Location
This is a full-time position averaging 40 hours per week and based in the Portland, Oregon office. The rate of pay is $18.00 - $22.00 per hour, depending on experience and qualifications. COMPASS offers a competitive benefits package including medical and dental coverage, retirement, generous paid time off, and a public transportation pass.
Application Deadline and How to Apply
The application deadline is March 29, 2019. Interested candidates should submit a cover letter, resume, and contact information for three professional references as one single PDF to Mr. Kelly Reardon, at kelly.reardon@COMPASSscicomm.org.
Equal Opportunity Employer
COMPASS is an equal opportunity employer. We encourage applications from women, transgender people, people of color, bilingual and bicultural individuals, and people who identify as lesbian, gay, or bisexual. Applicants shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, disability, political affiliation, sexual orientation, gender identity, color, marital status, parental status, or medical conditions. Reasonable accommodation will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application.