Executive Assistant

Position Summary:

The Executive Assistant provides high-level administrative and strategic support to the Executive Director and the senior leadership team. This position plays a pivotal role in ensuring smooth daily administrative office operations, effective communication, and strong coordination between leadership, staff, the Board of Directors, and external partners.

The Executive Assistant serves as a trusted liaison and problem-solver, supporting Janus Youth’s mission through professionalism, sound judgment, and a deep sense of responsibility. The ideal candidate is proactive, organized, and committed to excellence, someone who thrives in a fast-paced, mission-driven environment and approaches their work with both urgency and care.

Target Start Date: Wednesday, July 1, 2026

Education and Experience Requirements:

We recognize that valuable skills and expertise can be gained through both formal education and lived experience. A combination of the below experiences and education will be considered as qualified for this role. 

• Experience supporting a nonprofit Executive Director or Board of Directors. 
• 3-5 years of executive-level administrative experience preferred. 
• Nonprofit and/or public sector board or commission experience preferred. 
• Knowledge of nonprofit, public governance, event coordination, project management and fundraising.
• A demonstrated track record of responsibility and willingness to learn and grow.
• Bachelor’s degree or equivalent combination of education and experience.

Duties and Responsibilities:

Executive Leadership Support

• Manage complex calendars, scheduling, and logistics for the Executive Director and senior leadership team.
• Anticipate needs, ensure thorough preparation for meetings and engagements, and manage follow-through on commitments.
• Draft, edit, and proofread correspondence, talking points, reports, and presentations.
• Handle confidential matters with discretion, integrity, and sensitivity.
• Manage travel arrangements, expense reports, and reimbursements.
• Serve as a reliable and professional representative of the Executive Director when interacting with staff, board members, and external stakeholders.

Board of Directors Liaison and Support

• Coordinate all aspects of board and committee meetings, including scheduling, agenda development, materials preparation, and minutes.
• Maintain accurate records of board membership, terms, and governance documents.
• Support communication and logistics to strengthen board engagement and alignment with leadership priorities.

Organizational Coordination

• Maintain and manage a master organizational calendar, tracking leadership meetings, events, and key deadlines.
• Support planning and logistics for organization-wide meetings, retreats, and staff gatherings.
• Partner with operations staff to ensure effective internal communication and smooth administrative functioning.

Project Management & Communication

• Track progress on leadership initiatives, ensuring timely follow-up and accountability.
• Coordinate cross-departmental communication and manage special projects as assigned by the Executive Director.
• Prepare and organize documents, reports, and communications for funders, partners, and internal audiences.

Agency-wide Administrative Support

• Orders supplies electronically for programs and administration; seeks out pricing with multiple vendors for best price.
• Manages Costco membership account for the agency.
• Processes JJIS accounts for OYA programs.
• Manages DMV renewal process for the agency vehicles; develops and maintains database. 
• Verifies supply invoices for charges/credits; Follows up on errors. 
• Prepares, distributes and maintains physical record of purchase orders. 
• Orders and distributes cell phones and Jive GoTo land line telephones; maintains cell phone and landline distribution records through a tracking database; manages online portal; troubleshoots with users or service provider customer care; notifies Program Accountant of any new changes in user information or program funding. 
• Maintains FP mail machine; uploads postage and updates postage software upgrades. Provides monthly usage report to Fiscal
• Maintains and updates monthly client roster by program. 
• Maintains and updates agency telephone/email roster. 
• Develops system and manages centralized copier system for agency; recommends renewal of copier leases every five years; sets up efficient billing systems/procedures for Accounts Payable.
• Responsible for supervision of maintenance and repair needs of administrative offices and equipment.  Manages security access and problem-solves building issues. Works with owner to ensure maintenance
  General Office Management
• Provides clerical, receptionist and administrative support for the administrative office. Performs clerical duties, such as filing, faxing, answering phone calls, and responding to emails. Greets visitors, announces and directs them to the appropriate person.
• Copies and distributes forms, documents, information and reports.
• Processes incoming mail by opening, routing, and date stamping mail. 
• Coordinates and directs the work of interns from Janus programs volunteering in the admin office.

Required Knowledge, Skills and Abilities:

• Urgency & Follow-Through: Acts promptly and persistently to move priorities forward. Demonstrates strong time management and ensures completion of commitments without reminders.
• Consistently reliable, organized, and responsive. Maintains focus under pressure and meets deadlines with accuracy and care.
• Anticipates needs, identifies solutions, and takes initiative to address issues before they escalate. Brings creativity and judgment to complex situations.
• Represents Janus Youth Programs with integrity, respect, and discretion in all interactions. Navigates sensitive internal and external communications with diplomacy and clarity.
• Builds and maintains positive, professional relationships across all levels of the organization and with external partners, demonstrating empathy and cultural awareness.
• Able to shift priorities in a fast-paced environment. Willingness to occasionally work evenings or weekends to support board meetings, events, or organizational priorities.
• Handles sensitive information responsibly and maintains the highest standards of ethical conduct.
• Anticipatory Planning: prepares leaders with the right information at the right time.
• Keeps calendars, tasks, and documents synchronized across teams and sites.
• Drives clarity, closes loops, and delivers on commitments.
• Designs meetings and events that are accessible, respectful, and culturally responsive.

Other Requirements:

• Personal transportation allowing for timely travel within the Portland metropolitan area. All employees who drive for work purposes must have and maintain a valid driver’s license for state of residency, have a driving record that permits coverage under the corporate auto liability policy, and complete the agency’s driving approval process before driving for work. If driving a personal vehicle for work purposes drivers must also have personal auto liability coverage ($100,000/$300,000 levels strongly recommended). Employees are not to drive for work purposes until they have received written authorization to do so.
• Must pass criminal history background check.

Working Conditions:

• May involve exposure to communicable diseases, including a variety of illnesses and infections such as the common cold, TB, Hepatitis, flu, meningitis, and HIV.
• May involve time in excess of routine schedule and/or overtime, including evening/overnight, weekend hours, and/or holidays.
• May involve exposure to information that graphically describes physical, sexual and emotion abuse of children and may experience vicarious trauma. 
• May require working and providing services at locations other than program site (i.e., schools, café’, clinics, etc.,) and may, therefore, be exposed to environments not under agency control (i.e., second-hand smoke, varying hygiene practices, etc.).

This position description is intended to give the reader a general idea of the overall purpose and the main activities and responsibilities that are intrinsic to this position. While this description is intended to be representative, it is not intended to be limiting.