Job Details

Executive Assistant

Portland Community Reinvestment Initiatives, Inc, NE Portland

Job - Non-Profit

Close Date: 06/25/2019

Portland Community Reinvestment Initiatives, Inc. is a non-profit community development corporation with a mission “to preserve, expand and manage affordable housing in the City of Portland and provide access to and advocacy for services to our residents”. With over 800 units of affordable housing, PCRI’s unique mix of single-family homes, small multi-plexes and community apartments represents one of the last stable opportunities for low-income households to remain in their vibrant Portland neighborhoods. These homes and apartments are woven into the fabric of their neighborhoods and are a model for eliminating concentrations of poverty.
To accomplish PCRI’s current housing development goal of addressing involuntary displacement, PCRI established a displacement mitigation initiative, Pathway 1000, with the sole purpose and intent of slowing and reversing the involuntary displacement of long term residents previously forced to move from N/NE Portland, and current residents at risk of displacement. Through the Pathway 1000 initiative, PCRI aims to build and create at least 1,000 homes, many of which will be available to purchase. The homes will be located throughout the city of Portland, with the primary focus on the N/NE Portland neighborhoods where displaced families previously resided.

The Executive / Administrative Assistant will organize and coordinate office operations and procedures, in order to ensure organizational effectiveness, efficiency and safety.
The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.
In addition, the ideal candidate will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
The Executive / Administrative Assistant works closely with the Executive Director, Executive Team and Managers of the organization in providing daily administrative tasks and special projects.
The Executive / Administrative Assistant will perform a variety of highly responsible, confidential and complex tasks with discretion.

Essential Functions:
• Prepares for and attends Board meetings, monthly management meetings and staff meetings. Transcribe minutes of meetings and provide copies to necessary individuals.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics for organizational management purpose.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Manages the extremely active calendar of appointments for the Executive Director.
• Maintains calendars and travel arrangements for the Executive Director, and Executive Team.
• Provides leadership to build relationships crucial to the success of the organization, and manages variety of special projects for Executive Director and Executive Team, some of which may have organizational impact.
• Represent PCRI to the public, businesses and other agencies at the request of the Executive Director.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Participate in the administration of the Executive Director’s office; recommend organizational or procedural changes affecting support activities.
• Develop and administer executive office budget; monitor monthly expenditure reports.
• Assist in the preparation of the annual budget and the annual report.
• Schedule and maintain internal office calendar of annual activities, prepare agenda, secure meeting locations and all logistics.
• Monitor and respond to incoming phone calls for Executive Director.
• Initiate and maintain a variety of files and records for information related to the Executive Director’s office; maintain manuals and update resource materials.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Prepare Power Point presentations and related materials for meetings directed by Executive Director and Executive Team.
• Manage projects and conduct research as assigned by Executive Director and Executive Team.
• Assists with grant writing and tracking progress of grant status.
• Maintains customer confidence and protects operations by keeping information confidential.
• Writes press releases.
• Assist with performing updates to PCRI website, maintain an official board.

Bachelor’s degree in Business Administration (preferred); Associate’s degree in Business Administration is required, a minimum of five (5) years progressive experience in Office Management in non-profit of for profit corporation. Must have an Executive Assistant experience. Experience in affordable housing, property management, or real estate development is a plus.

The ideal candidate:
• Will be a detail oriented, organized planner with the demonstrated ability to respond effectively and efficiently while maintaining flexibility.
• Will possess the ability to complete high volumes of tasks with minimal guidance or supervision and deadline sensitivity.
• Must be skilled at anticipating problems, creating contingency plans, managing multiple priorities, problem solving and organizing logistics. Key to the position is the ability to handle multiple projects at once.
• Must able to work in a team environment, and able to juggle multiple priorities independently and proactively. Ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Superior verbal, written, analytical and interpersonal communication skills. Ability to build relationships with stakeholder, including staff, board members, external partners and donors.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Proficient in Microsoft Office Professional suite programs: Word, Excel, Outlook, PowerPoint and Publisher.
• General office equipment knowledge and experience.
• Ability to gather and compile data and compose business letters and correspondence.
• Ability to work creatively with management and department staff to achieve objectives.
• Ability to communicate effectively with all levels of management.
• Ability to work with a diverse clientele.

Compensation / Benefits:
Salary is commensurate with qualifications and experience. PCRI provides a generous benefits package that includes 10 days of paid Vacation after the completion of one year of employment that increase over time to 20 paid days, 9 days of paid Sick Leave and 3 days of paid Personal Time Off, 10 paid holidays, employer-paid health coverage (medical, dental, vision) that requires a minor contribution for employee if dependents added to plan, Long Term Disability Insurance, 403(B) employer match contribution of up to 3% of employees annual salary. Voluntary benefits include: Life Insurance, Short Term Disability insurance, critical and accidental insurance.

Work Environment:
PCRI is a fast-paced, highly engaged work environment. We strive to communicate effectively and respectfully within the context of varying beliefs, behaviors, orientations, identities and cultural backgrounds. We actively seek opportunities for professional development for our staff and promote a willingness to change for continual improvement.

PCRI is an EEO employer committed to the inclusion of all people in our workplace and programs.

The Executive / Administrative Assistant will spend hours sitting and using office equipment and computers, which can cause muscle strain. The Executive / Administrative Assistant will also have to do some lifting of supplies and materials from time to time. In addition, have ability to climb stairs several times a day. Physical ability to bend, stoop, twist, reach and pull.

Undergoing and passing a pre-employment criminal background, drug test and physical exam is required.

Reasonable Accommodations:
To perform this job successfully, an individual must be able perform each essential function and the physical demands satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Application Process:
Interested candidates should submit a resume and a cover letter addressing qualifications for the position, to the attention of Tamara Trofimenko, HR Manager. PCRI, 6329 NE Martin Luther King Jr. Blvd, Portland, Oregon, 97211, by email at, or fax to (503) 943-2844. This position is open until filled. Please note that only those candidates selected for an interview will be contacted.

Complete details: