Position Summary

The Executive Assistant provides high-level administrative, governance, and organizational support to the Executive Director, the senior leadership team, and the Board of Directors of the organization. This role is central to ensuring effective board governance, executive operations, and organizational coordination. The Executive Assistant serves as a trusted partner to leadership, supporting strategic priorities, facilitating communication, and ensuring that board and committee activities are well-organized, compliant, and aligned with best practices for nonprofit governance.

This position requires exceptional organizational skills, discretion, professionalism, and the ability to manage multiple priorities in a dynamic nonprofit environment. The Executive Assistant plays a key role in preparing and supporting Board and committee meetings, maintaining official records, and ensuring adherence to meeting etiquette and organizational bylaws.

Primary Duties & Responsibilities

Executive & Administrative Support

• Provide high-level administrative support to the Executive Director and senior leadership team.
• Manage complex calendars, schedules, and travel arrangements.
• Draft, edit, and prepare professional correspondence, reports, presentations, and internal communications.
• Serve as a gatekeeper for executive communications, exercising sound judgment and discretion.
• Prepare expense reports, invoices, and supporting documentation.

Board of Directors & Governance Support

• Serve as the primary administrative liaison to the Board of Directors and Board committees.
• Coordinate all Board and committee meetings, including scheduling, logistics, materials, and technology support.
• Prepare and distribute meeting agendas, packets, and supporting documents in advance of meetings.
• Attend Board and committee meetings to record accurate minutes in accordance with Robert’s Rules of Order and organizational bylaws.
• Maintain and organize official Board records, including minutes, resolutions, bylaws, policies, and committee charters.
• Track motions, votes, and action items; ensure timely follow-up and completion.
• Support compliance with governance best practices, organizational policies, and regulatory requirements.

Project Coordination & Organizational Support

• Coordinate cross-functional projects and track progress to ensure timely completion.
• Support strategic initiatives and special projects as directed by the Executive Director.
• Ensure timely preparation and distribution of materials for internal and external meetings.
• Identify process improvements to enhance operational efficiency and communication.

Communication & Relationship Management

• Serve as a professional point of contact for Board members, senior leadership, staff, community partners, and external stakeholders for the Executive Director.
• Maintain confidentiality and handle sensitive information with discretion and professionalism.
• Foster effective communication across departments and with governance leadership.

Position Requirements

• Belief in ACCESS’ mission to provide food, warmth, and shelter.
• Bachelor’s degree in business administration, nonprofit management, public administration, or a related field (or equivalent combination of education and experience).
• Minimum of 3–5 years of experience in an executive assistant, board liaison, or senior administrative role—preferably within a nonprofit or mission-driven organization.
• Demonstrated experience supporting a Board of Directors, including preparing agendas, minutes, and governance materials.
• Prefer working knowledge of Robert’s Rules of Order and nonprofit governance best practices.
• Exceptional written and verbal communication skills, including professional correspondence and documentation.
• Strong organizational, time management, and prioritization skills with the ability to manage multiple deadlines.
• High level of professionalism, discretion, and integrity when handling confidential information.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint) and virtual meeting platforms (e.g., Zoom, Teams).
• Ability to work independently, anticipate needs, and exercise sound judgment.
• A valid Oregon driver’s license with a record that is acceptable under ACCESS’ insurance policies.