Executive Assistant / Member Relations Manager
There is no better place in the world for sports than here in Oregon. At Sport Oregon, our mission is to drive economic development and enhance quality of life for all Oregonians through sports by bringing world-class sporting events to the state. Our Sport Oregon Foundation serves to break down barriers to entry in sports and encourage participation in youth sports through owned programs and grant funding.
Job Overview:
We are seeking an Executive Assistant / Member Relations Manager to join our team at Sport Oregon.
This individual will support the CEO and Director of Strategic Partnerships and will handle member relations at the organization.
The Executive Assistant / Member Relations Manager is a salaried exempt position and is responsible for overseeing Sport Oregon administrative duties and providing executive support to the CEO and Director of Strategic Partnerships.
The ideal candidate will have prior experience with a wide range of assistant functions, including communications, scheduling, accounting practices as well as member relations. The Executive Assistant / Member Relations Manager must be an organized multitasker able to handle many diverse projects at one and meet tight deadlines.
This position also handles most of the board communication including scheduling board meetings and smaller board meeting events.
CEO Support:
Proactively manage CEO’s schedule and calendar to maximize time to greatest value. Schedule all internal and external meetings, and notify CEO promptly of any conflicts, cancellations, or rescheduling needs.
Coordinate and provide the CEO with necessary preparatory items for presentations and meetings, including background information, presentation kits, travel coordination, etc. Monitor staff calendars, and coordinate staff meetings as requested.
Monitor CEO’s email and messages. Notify CEO promptly of any urgent issues and respond to inquiries as directed.
Maintain the highest degree of confidentially.
Facilitate monthly expense budget for CEO.
Information procurement and synthesis for the CEO and an array of topics and for a breadth of constituencies.
Senior Leadership Team Support:
Serve as point person in supporting the executive team during weekly leadership team meetings by managing the agenda, sending out pertinent information and taking minutes for the meeting.
Support logistical planning for team meetings and presentations, including invitations, reminders, room or video conferencing set-up and follow-up.
Take accurate minutes and notes during meetings as assigned. Compile and organize finalized minutes, notes, and follow up tasks, ensuring all information is accurately captured and organized in an orderly and timely manner.
Other administrative duties as assigned, including coordinating activities, information, and communication between departments and outside parties. Other general office support and administrative duties as needed or as assigned.
Travel management for CEO and other team members as needed. Arrange travel logistics, prepare travel details, and provide travel packets to team members as needed.
Board and Committee Support:
Serve as staff liaison in supporting the Board of Directors.
Serve as the expert of Board by-laws and administer any changes or updates.
Publish and distribute a monthly Board update.
Serve as new member and investor liaison and support the COO and Director of Strategic Partnerships in onboarding new members and investors.
Schedule, manage and organize Board and Committee meetings and support planning of member events in collaboration with the events team.
Review and edit outgoing Sport Oregon Board messages as assigned, to include emails, correspondence, presentation materials, proposals, marketing collateral, and online presence. Ensure all reviewed items are written professionally with proper grammar, spelling, and adhere to ES style standards. Update website content as assigned.
Be the face, voice, and concierge for all callers and in-office visitors. Answer phones, relay messages and greet visitors in a prompt and professional manner.
Represent Sport Oregon in a positive and professional manner to stakeholders, clients, peers, public officials, community groups, and other business partners. Attend business-related functions as requested by the CEO, COO and Director of Strategic Partnerships.
To be successful in this role, the Executive Assistant / Member Relations Manager must:
Excel in a fast-paced environment with multiple tasks and projects. Organize data points and information for projects relation to the Board of Directors, leadership team and members in a manner that clearly and concisely communicates to the desired objective.
Bring excitement and energy for learning and taking on new projects.
Excel at work that is self-directed with minimal supervision.
Perform all clerical duties with excellence, including but not limited to taking meeting minutes, maintaining files and confidential information, scheduling and following up after meetings.
Requirements:
A minimum of 5-7 years of relevant experience.
Advanced Microsoft Office skills, with an ability to become familiar with organizational-specific programs and software.
Demonstrated experience working with Salesforce and other client management tool.
Knowledge and commitment to the mission, vision, and values of Sport Oregon.
Excellent communication skills, both verbal and written.
Exceptional interpersonal skills.
Must love working with people and willing to meet the needs of others, especially Board members and new investors. Must have ability to establish and maintain effective working relationships with various internal and external stakeholders.
Strong organizational skills, project management and problem-solving skills with impeccable multitasking abilities.
Must be extremely detail orientated.
Friendly and professional demeanor.
The successful candidate will primarily work indoors. Accordingly, the ability to use a variety of equipment including janitorial and office equipment is required. The job requires the ability to stand for extended periods, kneel, reach, bend, and lift objects weighing in excess of 25 lbs. Outdoor work and moderate physically demanding may be required on occasion.
A valid driver’s license is required and ability to be insured under the organization’s insurance policy is also required.
Experience working with BIPOC, and other DEI communities preferred.
What We Offer:
Compensation: $55,000-$65,000, commensurate with experience
We offer a dynamic, challenging, and supportive environment. We are a small team that is hungry to innovate and build something incredible. We foster strong community and an active environment where everyone thrives for excellence, balance, and to achieve their full potential. This is where your work matters, you’re hands-on, integral to our team, and your team members are amongst the very best in their respective disciplines and fields.
This is a full-time, exempt (40 hours/week) position based at the Sport Oregon office in Portland, Oregon.
To apply, please send resume and letter of interest to info@sportoregon.org with “Executive Assistant Application” as the subject line. This position will remain open until filled.
Sport Oregon is proud to be an Equal Opportunity Employer. Sport Oregon does not discriminate based on race, color, gender, disability, veteran, military status, religion, age, creed, national origin, sexual identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law. Sport Oregon is a pro-vaccine employer.