Job description

Executive Director Support and Assistant Responsibilities

· Provide administrative assistance to Executive Director, including, but not limited to project planning, organization, and communication supports.

· Maintain comprehensive and accurate executive reports as directed.

· Assist Executive Director with managing ongoing meetings and reliably maintaining their calendar; prioritizing and organizing meetings and events based on needs and requests of the Executive Director; including organizational meetings, executive trainings, and possible travel arrangements.

· Collaborate effectively with Executive Director to improve organizational processes and optimize internal systems and procedures.

· Work successfully with contractors to sustain integrity and professionalism within the organization.

· Assist Executive Director in preparing all necessary Board of Trustee documents, financial statements, and maintain accurate monthly meeting minutes. Support all communications and scheduling needs between the Executive Director and the Board of Trustees.

· Support Executive Director during various meetings with legal system stakeholders and community partners. Detailed and accurate notetaking support and providing organizational summaries as needed.

· Keep the Executive Director’s confidential information confidential.

Responsibilities

· Serve as liaison with staff, attorneys, management, and Executive Director regarding organizational climate, employee well-being, project updates, policy development, and project planning.

· Oversee daily operations in collaboration with management and department leaders. Perform administrative tasks such as managing office calendars, generating organizational correspondence, taking, and maintaining management meeting minutes, maintaining hard copies and electronic copies of notes and minutes, planning, and coordinating organizational meetings, scheduling with contractors, and maintaining facilities.

· Develop and build on relationships with all employees for increased efficiency and responsiveness of existing operations and help define new operational strategies by working with the Executive Director and other organizational leaders on special projects.

· Support management and leadership problem solving and facilitated office mediations as needed. Develop action plan and assisting with all preparation and dissemination of organizational communications.

Required skills and qualifications.

· Experience in keeping confidential information.

· Experience in organizing and directing multiple teams and departments.

· Experience in planning and leading strategic initiatives.

· Excellent written and verbal communication skills.

· Versatile abilities and extreme dedication to building relationships.

· Strong resiliency and dependability in a high stress work environment.

· Commitment to Equitable and Antiracist Organizational Policies and Values.

· Strong Experience with Organizational responsibilities and compliance with Union Agreements and Regulations.

HR Generalist Objectives of this role

· Maintain, develop, and implement employee policies, processes and procedures using HR systems for proper documentation.

· Provide ongoing maintenance of employee data and change workflows across internal and associated external systems, encompassing candidate management, new-hire onboarding, and organizational change.

· Be responsible for data/file management processes related to new-hire and termination processes across all databases for personnel.

· Oversee the design, configuration, and communication activities for ongoing and annual benefits enrollment processes, programs, and performance.

· Continually adjust processes to improve the management and accessibility of key analytical data.

Responsibilities

· Coordinate new-hire orientation and logistics, including scheduling, materials, and checklists for all required tasks.

· Support staff members who have HR-related issues and concerns, such as compensation, benefits, rewards and recognition, vacation, misconduct, and problem resolution

· Maintain HR records and employee files in accordance with compliance regulations and policies and provide organizational change information for charts and presentations.

· Participate in HR technology groups and forums and attend vendor webinars on current software capabilities and enhanced functionalities.

· Work closely with payroll and other departments, exercising discretion and confidentiality while working with highly confidential information.

· Research and write policies to limit labilities, clarify procedures and processes, build a culture of belonging, address harassment, discrimination, and bullying, etc.

· Oversee AR/AP vendors. Review procedures and reports for accuracy

Required skills and qualifications.

· Exceptional communication and interpersonal skills and an ethical mindset

· Adept at problem-solving and conflict resolution

Preferred skills and qualifications

· Experience with PeopleSoft software

· Strong understanding of national laws related to HR

Other duties as assigned by the Executive Director

Job Type: Full-time

Pay: $75,000.00 - $90,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

People with a criminal record are encouraged to apply

Ability to commute/relocate:

• Salem, OR 97301: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

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