Executive Assistant and Operations Coordinator

The Executive Assistant & Operations Coordinator provides the administrative and operational support that keeps ORAEYC running smoothly. Working in close partnership with the Executive Director, this position assists with the coordinates of daily operations, communications, finances, meetings, membership services, and events while helping create a welcoming experience for members, volunteers, partners, and visitors.

In a typical week, this person may schedule meetings, prepare agendas and minutes, create flyers, send member communications, process invoices, log expenses, update membership records, answer questions from members, coordinate conference registration, organize office systems, and prepare materials for statewide committees. As ORAEYC grows, this position will help improve systems and operations while supporting the organization's mission to strengthen Oregon's early childhood profession.

This position is a 12 hour per week position, and pay will start at the lower end of the posted range. 

Duties

• Partner with the Executive Director to coordinate priorities, schedules, and organizational projects.
• Manage calendars, schedule meetings, reserve meeting space, and coordinate Zoom meetings.
• Prepare agendas, meeting materials, minutes, follow-up communications, and action item lists.
• Draft, format, schedule, and distribute newsletters, emails, announcements, and organizational communications.
• Create flyers, registration materials, forms, and other documents using Microsoft Office, Google Workspace, Canva, or similar software.
• Manage membership records and provide timely, friendly customer service to members, volunteers, and the public.
• Process invoices, prepare payments, log expenses, organize receipts, and maintain financial documentation for the Executive Director and bookkeeper.
• Track reimbursements, conference registrations, memberships, and organizational purchases.
• Maintain organized digital and paper filing systems.
• Coordinate conference registration, meeting logistics, event supplies, and on-site support for the ECE Summit and other statewide events.
• Utilize the ORO professional development system to set up training hours and categories for ORAEYC and partner events.
• Support Governing Board,, committees, chapters, and volunteers through scheduling, communication, and administrative coordination.
• Maintain office supplies, equipment, and shared workspaces.
• Help create a welcoming, collaborative atmosphere within the Family Resource Action Network (FRAN) building by building positive relationships with partner organizations and participating in shared activities when appropriate.
• Learn and use new technology platforms, including association management software, registration systems, and collaborative online tools.
• Complete other administrative and operational responsibilities that support ORAEYC's mission and strategic priorities.

Qualifications

• Experience providing administrative, office, executive, or operations support.
• Strong scheduling, calendar management, and organizational skills.
• Experience preparing professional correspondence, meeting agendas, minutes, and reports.
• Experience processing invoices, organizing receipts, tracking expenses, or supporting bookkeeping functions.
• Experience creating flyers, forms, and basic marketing or communication materials.
• Strong working knowledge of Microsoft Office and Google Workspace, including Word, Excel, Outlook, Docs, Sheets, and Drive.
• Ability to learn new software and technology quickly.
• Excellent written and verbal communication skills.
• Strong attention to detail and the ability to manage multiple priorities.
• Ability to work independently while maintaining regular communication with the Executive Director.
• Professional customer service skills and the ability to build positive relationships with members, volunteers, partners, and the public.
• Sound judgment, discretion, and the ability to maintain confidentiality.
• Bilingual English/Spanish preferred, but not required.

This is an on-site position in Salem, Oregon. The employee is expected to work on-site based on agreed upon schedule. There is flexibility in establishing the schedule to accomodate both ORAEYC can employee needs. Limited in-state travel is expected of this position. 

For first consideration submit application today.