Office Manager and Executive Assistant

We are seeking an experienced, organized and versatile individual to join our team as an Office Manager and Executive Assistant @ a Non-Profit Organization.

Responsibilities

1. Office Management:

●    Oversee day-to-day office operations, ensuring a smooth and efficient work environment.

●    Coordinate and execute administrative procedures and policies.

2. Executive Assistance:

●     Provide comprehensive administrative support to 5 partners, including managing calendars, scheduling meetings, and handling correspondence.

●     Prepare and edit documents, reports, and presentations for internal and external stakeholders

3. Communication and Coordination:

●     Serve as a liaison between various stakeholders (donors, companies, state officials etc), ensuring effective communication and collaboration

●     Answer and direct phone calls, emails, and inquiries, representing the organization in a professional manner.

4. Event Coordination:

●    Plan, lead, production and execution of events, meetings, and conferences.

5. Project Management:

●    Assist in project planning, coordination, and implementation.

●    Collaborate with team members to ensure project timelines and deliverables are met.

●    Maintain project documentation and track progress.

Qualifications

MUST HAVE:

●    Proven experience as an office manager and/or executive assistant.

●    Strong organizational and multitasking skills with keen attention to details.

●    Representative written and verbal communication skills. (This role will be the frontier of the org, and will serve as a link between the partners and various external stakeholders)

●    Proven Good English language skills (written and spoken)

●    Agile mindset, adaptable to changing priorities in a fast-paced environment.

●    Strong sense of accountability, ability to lead with minimum guidance or supervision

●    Ability to handle sensitive information with discretion and confidentiality.

●    Proficiency in Microsoft Office / Google Suite and other relevant software applications.

●    Commitment to the mission and values of Portland Trust

PREFERRED:

●    Non-profit org experience

●    Bachelor's degree 

Contact [email protected]