Executive Assistant


Portland, OR, USA Remote



Jun 19

Careers at KairosPDX

KairosPDX is a non-profit organization focused on delivering excellent, equitable education to underserved children, their families and their communities. Our mission is to eliminate the prolific racial achievement and opportunity gaps by cultivating, confident, creative, compassionate, leaders. We do this through an organizational approach that includes our Learning Academy, Community Relations, Government Affairs, and Training Academy.

Executive Assistant Core Responsibilities: 

  •  Acting as the point of contact among employees, families, clients and other external partners 
  •  Providing administrative assistance, such as writing and editing emails, drafting memos and preparing communications on the executive’s behalf
  •   Managing information flow in a timely and accurate manner
  •   Maintain CEO’s appointment schedule by planning and scheduling meetings, conferences,teleconferences, and travel
  • Coordinate all meetings, promptly responding to meeting requests providing dates and times of availability, scheduling, ensuring meetings are calendared with agenda/ topic defined and obtaining or researching pertinent information in advance
  • Responsible for coordinating meetings, taking meeting minutes, record keeping and meeting follow-up
  • Responsible for answering phones, checking multiple emails, checking voicemails and returning calls
  • Responsible for managing and tracking projects and information in multiple databases of all related communication via mailing, emails, fliers and phone calls
  • Format information for internal and external communication – memos, emails, presentations, reports
  • Process all internal purchase authorizations, check request, contracts, and agreements for CEO via electronic signature platform
  • Conserve CEO’s time by reading, researching, and routing correspondence drafting letters and documents; collecting and analyzing information; initiating telecommunications
  •  Produce information by researching, transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
  • Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions and details that pertain to key stakeholder relationships
  • Maintain confidence and protect operations by keeping information confidential
  • Assist in creating and distributing newsletters /communications to staff & board members
  • Participate in professional development facilitating growth of each student, staff member and the organization
  • Perform other related duties as assigned.

Executive Assistant Qualifications 

  • Minimum two years office experience working as an assistant, nonprofit, preferred
  • Willingness to learn about and adapt to KairosPDX culture
  • Must be adept at problem-solving, including being able to identify issues and resolve problems in a timely manner
  • Must be able to prioritize and plan work activities as to use time efficiently
  • Must be organized, accurate, thorough, and able to monitor work for quality
  • Must be dependable, able to follow instructions, respond to supervisor direction, and must be able to improve performance through supervisor feedback
  • Must be able to communicate clearly, both written and orally
  • Effective interpersonal skills in managing and interacting with diverse groups of stakeholders 
  • Excellent time management and organizational skills 
  • Must be able to keep discretion and confidentiality
  • Demonstrated ability to manage conflict through equitable decision-making and effective problem solving 
  • Share KairosPDX’s stance that excellent public education is a civil right of all children and families 
  • Current CPR First Aid Certificate required (cost paid by applicant)
  • Ability to pass a criminal background check and drug screen

Salary and Benefits

  • Salary: Dependent on qualifications.  
  • Benefits include: Up to three weeks of school closure breaks, paid sick/personal leave days, paid holidays, participation in Public Employees Retirement System (PERS), employer contribution for health insurance, professional development opportunities.

How to Apply

Interested candidates please submit a cover letter and resume via email to: careers@kairospdx.org. Please state “Executive Assistant” in the subject line. In the cover letter please briefly describe any previous relevant experience, why you are interested in this position and what strengths you will bring to the job. Resumes will be accepted until the positions are filled. 

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