Job Opportunity | Executive Assistant
QUICK FACTS
Position: Executive Assistant
Department: Office of the President and Executive Director
Supervisor: Executive Director
Salary: $ 80,000 - 90,000
Benefits: Full medical, dental, vision, disability, and life insurance covered at 100%; flexible work schedule; flexible paid time off with approval from supervisor; paid holidays; phone and travel allowance; child and pet-friendly workplace. Relocation package available.
Position & Status: Full-Time, exempt
Anticipated Start Date: August 2022
Hours: 40 hours per week; occasional evenings and weekends
Location: Remote (based in Oregon); ability to work from home up to 4 days/week.
Physical/Cognitive Details: Regularly required to use a computer and phone to perform work and communicate with others for several hours each day. Occasionally required to travel throughout Oregon. Noise level in the office is moderate.
COVID-19: Due to the in-person nature of this role, up-to-date vaccination against COVID-19 (including all recommended and available booster shots) is required.
ABOUT IMAGINE BLACK
Imagine Black (formerly known as PAALF Action Fund) helps our Black community imagine the alternatives we deserve and build our political participation and leadership to achieve those alternatives. Since our start in 2009, we have envisioned a world where people of African descent enjoy the rights, resources, and recognition to be a thriving, resilient, and connected community.
At Imagine Black, we have strengthened our commitment to a Black Queer Feminist (BQF) theory and practice. We understand that liberation for all Black people can only be realized by lifting up the voices, experiences, and prioritizing the issues of historically silenced and vulnerable groups within Black communities – specifically, queer, trans and GNC, femme, poor, disabled, working, and undocumented people (adapted from BYP100).
Imagine Black is a 501(c)(4) multi-issue grassroots organization in partnership with our sibling 501(c)(3) organization, Imagine Black Futures. We are a staff of five with an operating budget of around $1M. This represents a 400% budget growth in the past four years. More information about Imagine Black can be found at imagineblack.org.
POSITION SUMMARY
Imagine Black is seeking an experienced and committed administrative professional to hire as an Executive Assistant (EA), responsible for providing administrative support to the President and Executive Director (ED). This includes but is not limited to the day-to-day office functions of data entry, board support, scheduling for calls, meetings, events, and webinars, planning, managing calendars, working with all vendors, taking minutes, on-site logistics, and picking up mail from other facilities. Some overnight travel may be required.
The Executive Assistant position is based in Imagine Black’s Portland office. The EA role is hybrid with the option to work a combination of in-office and remote (work from home) hours with a minimum of one full day per week in the office.
RESPONSIBILITIES
General Administration and Office Operations (40%)
Facilitate guest entry and consult with security regarding entry fobs, building access, and vehicle permits as needed
Point of contact for Imagine Black’s office in Portland; maintain physical inventory in the office space, and on-site liaison with the landlord and property manager as appropriate.
Initiate building maintenance work orders and coordinate day-to-day office space needs and administrative questions with property management.
Report office progress to senior management and work with them to improve office operations and procedures; Manage maintenance companies to keep the office clean and safe and ensure its appliances are in good working order.
Oversee office storage and filing, including the collection, distribution, and sorting of mail and relevant Foundation and partner data.
Manage phone systems, including out-of-office/office closure notifications, and phone mapping; Monitor email inboxes, triaging and responding to general inquiries.
Maintain electronic and paper records and ensures filing is accurate and up-to-date in all Imagine Black systems; Scan and enter all check donation details into the contribution log.
Facilitate onboarding and orientation for all Imagine Black new hires, staff, and interns in the Portland office.
Maintains and reviews payroll processing systems to ensure timely and accurate processing of payroll transactions, including salaries, benefits, garnishments, taxes, and other deductions.
Executive Support (40%)
Schedule and coordinate meetings and calls for the Executive Director; Support ED in ensuring appropriate prioritization of meetings, calls, and staff appointments
Take detailed notes, and input and monitor action items using Asana.
Monitor ED’s email inboxes and voicemail, flagging items for their attention and tracking requests for review, approval, or signature.
Schedule and coordinate board meetings and board committee calls; take minutes and coordinate follow-up on action items from the meetings.
Book travel and accommodations; coordinate travel meetings and arrangements for ED, and board members.
Complete invoices and expense reports; support ED with budget management, reporting, and data migration
Meeting and Event Coordination (10%)
Coordinate event and meeting purchasing including catering, coffee service, venue rental, etc.
Provide comprehensive administrative support and take notes and minutes at internal meetings including board meetings and board committee calls using project management software, Asana.
Provides support for external and coalition calls including notetaking as assigned.
Organizational Support (10%)
Foster an environment that promotes trust and cooperation among partners and staff.
Understand Imagine Black’s mission, values, and principles and applies them to work responsibilities.
Work collaboratively with administrative and programmatic staff and external partners to achieve overall Imagine Black’s goals.
Attend internal staff and department meetings, and collaborate with other staff as needed.
This job description is intended to provide a representative summary of the major duties and responsibilities. The duties mentioned above are not intended to serve as a comprehensive list of all duties required. Some duties listed may not be required, as needed.
REQUIRED QUALIFICATIONS
A minimum of eight (8) years of a combination of education and experience working with administrative support experience, preferably in a nonprofit setting.
Strong working knowledge of Google Workspace and Microsoft Office; Experience using cloud-based file management software
Experience and interest in event coordination and production, including travel and vendor coordination.
Ability to prioritize and manage multiple tasks while meeting deadlines; Ability to work independently to complete duties with minimal supervision and execute tasks with attention to detail and accuracy.
Demonstrated ability to keep confidential and sensitive information in the highest confidence.
A high degree of professional integrity and dedication to ethical work practices; Excellent, culturally competent communication and interpersonal skills.
Ability to remain calm and composed under pressure, and to communicate courteously and professionally during tense situations; High degree of emotional intelligence, curiosity, and openness.
A passion for the mission and vision of Imagine Black; A passion for how self-determination and radical Black imagination can directly influence policy and advocacy.
Proven skills in working and communicating with communities within the African diaspora, especially with descendants of enslaved Africans, African immigrants and refugees, and Caribbean immigrants and refugees.
A commitment to applying a BQF lens to organizing and civic and political participation.
Superb writer; skilled at making complicated ideas (complex laws, policies, and legislative initiatives) accessible to the general public through policy one-pagers, briefs, and reports.
Ability to frequently travel locally and commute to meetings and events in Salem and throughout the state, and often on short notice as needed.
PREFERRED QUALIFICATIONS
Bi- or multi-lingual (Arabic, Amharic, Swahili, and Somali-speaking applicants are encouraged to apply).
Lived experience with or intimate knowledge of Black community issues, particularly in Oregon
Familiarity with Asana, Slack, and Zoom or similar systems
Experience with business expense reconciliation or other financial management software.
Commitment to both prison and police abolition, as well as social justice.
TO APPLY
To be considered for this role, please submit the following items:
Resume or CV;
Cover letter describing your interest in this position and how well you meet the stated qualifications; and
Materials should be uploaded here.
Racial and gender equity is of utmost importance for our search. If you do not meet all of the required qualifications for this role but feel you can be a great addition to our team, please apply and let us know why we should meet you!
Applications will be accepted on a rolling basis until the position is filled, with priority given to those received by June 30, 2022.
Imagine Black embraces diversity in a profound way. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We seek to recruit, develop, and retain the most talented people from a diverse candidate pool - because we know the more inclusive we are, the better our work will be.