Executive Assistant

COMMUNITY ACTION PROGRAM OF EAST CENTRAL OREGON; Pendleton (OR); On-site; USD 54,900 - 67,100; Full time

Benefits offered by this job

Health

Dental

RX

Vision

FSA

Life Insurance

401K Plan

Vacation

Sick

Holidays

Job summary

CAPECO is seeking an Executive Assistant in Pendleton, OR to provide essential administrative, operational, and strategic support to the CEO and Leadership Team. This on-site role ensures smooth agency operations and engaged stakeholder communication.

Responsibilities include calendar mgmt, travel coordination, board materials, and coordination of donor relations, while maintaining confidential records and contributing to fundraising efforts.

Qualifications

• Associate degree or equivalent; 3+ years administrative experience; experience supporting leadership preferred.
• Strong organizational and multitasking abilities to manage complex schedules and priorities.
• Excellent communication skills, both written and verbal, for interacting with diverse stakeholders.
• Proficiency in Microsoft 365 and other business software to support daily operations.
• Proactive and self-motivated mindset, capable of anticipating needs and problem-solving independently
• Experience in nonprofit administration, fundraising, or grant management is highly valued

Responsibilities

• Administrative Support: Provide comprehensive admin support to executive leadership, including calendars, meetings, travel, and action item follow-up.
• Communication Management: Handle inquiries and distribute reports and announcements on behalf of leadership.
• Data and Document Organization: Maintain records, prepare reports and board packets, ensure audit readiness.
• Financial and Operational Tasks: Assist with invoicing, expenses, and grant tracking reporting.
• Outreach and Engagement: Support fundraising, volunteer recruitment, and communications with donors and partners.
• Project Coordination: Support program management, events, and strategic initiatives to meet deadlines.
• Creative and Marketing Support: Assist with promotional materials and branding across channels.

Skills

Organizational skills

Communication skills

MS 365 proficiency

Problem solving

Nonprofit administration experience

Education

Associate degree or equivalent

3+ years administrative experience

Tools

Microsoft 365 suite

Job description

Community Action Program of East Central Oregon (CAPECO)

Position: Executive Assistant. Supervised by: Chief Executive Officer. Department: Administration. Classification: Regular Full Time. Position Status: Non-exempt. Location: Pendleton. Salary: $5,177/month. Benefits: Health, Dental, RX, Vision, FSA, Life Insurance, 401K Plan, Vacation, Sick, and Holidays. Schedule: This position is designated as in-office only. CAPECO is a collaborative workplace with a mission that values face-to-face interactions and teamwork. This position is a work on-site fully, to engage with colleagues, participate in collaborative efforts, and contribute to our shared goals.

Position Overview

The Executive Assistant provides critical administrative, operational, and strategic support to the Chief Executive Officer and Leadership Team, ensuring smooth organizational functioning and effective stakeholder engagement.

Essential Job Functions

• Administrative Support: Provide comprehensive administrative support to executive leadership, including managing calendars, scheduling meetings, coordinating travel arrangements, and prioritizing competing demands. Prepare meeting agendas, compile supporting materials, record and distribute meeting minutes, and track follow-up action items. Maintain organized filing systems and ensure timely completion of administrative tasks to support agency operations and strategic objectives.
• Communication Management: Respond to inquiries and distribute professional correspondence, reports, and announcements on behalf of executive leadership. Maintain clear and consistent communication with staff, board members, donors, and community partners, ensuring inquiries and requests are addressed promptly and professionally while upholding the agency’s mission and values.
• Data and Document Organization: Maintain accurate and confidential records, databases, and electronic filing systems in compliance with agency policies and funding requirements. Prepare reports, board packets, contracts, and other organizational documents for review and signature. Ensure documentation is organized, accessible, and audit ready.
• Financial and Operational Tasks: Utilize accounting software to assist with agency tasks and the property portfolio. Assist with day-to-day financial administration by processing invoices, managing recurring expenses and assisting with financial reporting for grant tracking.
• Outreach and Engagement: Support the agency’s fundraising, volunteer recruitment, and community engagement efforts by maintaining stakeholder contact databases, preparing outreach materials, and coordinating communications with prospective donors, grantors, sponsors, and volunteers.
• Project Coordination: Provide administrative and logistical support for program management, event planning, special projects and strategic initiatives. Ensure deadlines and deliverables are met.
• Creative and Marketing Support: Manage promotional materials, social media campaigns, and contribute to communications strategies. Support branding and public relations efforts by ensuring consistent messaging across communication channels and helping tell the agency’s story to funders, partners, and the communities we serve.

Required Knowledge, Skills, Abilities & Minimum Qualifications

• Associate degree or equivalent; 3+ years administrative experience; experience supporting leadership preferred.
• Strong organizational and multitasking abilities to manage complex schedules and priorities.
• Excellent communication skills, both written and verbal, for interacting with diverse stakeholders.
• Proficiency in utilizing workplace technology, software applications and digital tools, , including Microsoft 365 (Outlook, Teams, Word, Excel and SharePoint, etc…) and other business software to support daily operations.
• Proactive and self-motivated mindset, capable of anticipating needs and problem-solving independently
• Experience in nonprofit administration, fundraising, or grant management is highly valued

Work Environment And Physical Demands

The physical demand and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand; walk; sit; use hands to finger, handle or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to bend, kneel and crouch. Specific vision abilities required by this job include close vision and distance vision. The noise level in the work environment is usually moderate. The employee must occasionally lift, and/or carry/move objects up to 30 pounds.

• Office-based with frequent collaboration with some travel required.

Special Requirements

• Must pass a criminal history background investigation however, a conviction of a crime may not necessarily disqualify an individual from this position.
• CAPECO is a drug free workplace and pre-employment drug screening will be required.
• Due to federal funding, our drug screenings include the use of marijuana.
• Possession of or ability to obtain a valid driver’s license and insurable driving record is required.
• Occasional travel withing the service area; mileage reimbursed per IRS guidelines.

EQUAL OPPORTUNITY EMPLOYER

CAPECO does not discriminate in employment opportunities or practices based on race, color, national origin, religion, sex, sexual orientation, gender identity/transgender status, age, disability, veteran or marital status, genetic information or any other characteristic protected by applicable law.