Careers

Title: Administrative Assistant/Board Liaison

Reports to: CEO

Location: Portland, OR.

Type: Part-time/Non-exempt

Salary: $18/hour

Hours: 16-20 hours/week (hybrid with some onsite work required)

Benefits: Pittock Mansion Society offers part-time employees accrued sick time after 90 days.

To Apply: Please submit your resume, cover letter, and three references to jobs@pittockmansion.org. Please include “Administrative Assistant/Board Liaison” in the subject line. No phone calls, please. Qualified candidates must complete a background check before hiring.

 

Application Deadline: Open until filled (ideal start date March 2025).

 

ABOUT PITTOCK MANSION:

 

Pittock Mansion is a 1914 historic house museum, owned by the City of Portland, Parks and Recreation and operated by the Pittock Mansion Society. The premises include the Mansion, the Gate Lodge, and the Garage, with beautiful gardens adjacent to the Pittock Vista Point. The mission of the organization is to inspire understanding and stewardship of Portland history through Pittock Mansion, its collections, and programs. Having grown to attract approximately 90,000 annual visitors in recent years, Pittock Mansion is one of the top tourist destinations in Portland.

 

ABOUT THE ROLE: 

Board and Committee Liaison Responsibilities (50%) 

  • Schedule and organize board and committee meetings including sending reminders and keeping track of attendance.
  • Work with the CEO to gather, compile information from board and committee members and staff and distribute board packets, reports, and supporting documents.
  • Record board and committee volunteer hours on a regular basis.
  • Arrange logistics for in-person or virtual meetings (venue, refreshments, A/V setup, etc.).
  • Minute taking for the board, committees, and other meetings as determined with the Board President.
  • Records Management.  Research and initiate a safe and secure system to organize, maintain, and make accessible PMS governing documents, Board and committee rosters and charters, meeting minutes and materials, resolutions, reports, presentations, committee documents and other important organization records.
  • Serve as the primary point of contact between the board and the organization to address board members’ needs and request for information.
  • Relay messages and follow-up with board members on behalf of the CEO.
  • Keep track of compliance regulations (e.g., by filing annual reports or certifications) and inform the CEO and Board accordingly.
  • Assist with onboarding new board members, providing them with resources, training, and organizational policies as requested by the CEO and Board President.
  • Support the CEO and board on special projects, such as strategic planning, retreats, committee work, or events.

Administrative Support Responsibilities (50%) 

  • Assist the CEO and Director of Finance with clerical support and data entry as needed and as time allows.
  • Assist with document preparation, copying, mailings etc.
  • Draft, proofread, and edit letters, reports, presentations, and spreadsheets.
  • Assist with creating visually appealing and professional materials for internal and external use.
  • Assist CEO’s office staff on larger organizational events and programs when needed.

Skills and Competencies Required

  • Organizational Skills: Ability to juggle multiple priorities and deadlines efficiently.
  • Communication Skills: Strong interpersonal, written and verbal skills desired to work effectively with board members, CEO, and staff.
  • Discretion and Confidentiality: Understanding the sensitivity of board-related and leadership tasks.  
  • Tech-Proficiency: Expertise in office tools (e.g., Microsoft Office, Google Workspace), project management software, and virtual meeting platforms. Electronic document management experience with cloud-based applications highly-desirable. Ability to assist board members with technical issues or facilitate providing the appropriate assistance as needed.
  • Problem-Solving: Resourcefulness in resolving scheduling conflicts, logistical issues, or administrative challenges.
  • Schedule: Flexibility in schedule required based on organizational needs with some weekday evening and weekend availabilities.

Physical Qualifications:

 

  • This position requires the ability to navigate uneven terrain, including stairs and hills, at this historic site. Candidates should be comfortable with walking up hill and climbing stairs.
  • Must be able to lift 50 to 80 lbs. and can bend, lift, carry, and regularly climb stairs
  • Must be able to move, climb, and work from ladders, particularly using a specialized stair ladder to maintain the chandelier over the grand staircase.
  • Must be able to work outside in seasonal weather conditions
  • Ability to work in a shared / open space office environment.
  • Workstations may not be in a climate-controlled environment.
  • Wearing personal protective equipment (e.g., face covering, gloves) may be required.

 

Pittock Mansion Society is committed to a work environment where all individuals are treated with dignity and respect. Everyone has the right to work in a professional atmosphere that promotes equal employment opportunities and prohibits discrimination.