Careers

Title: Executive Assistant to the CEO
Reports to: Chief Executive Officer
Location: Portland, OR
Type: Full-time/Hourly
Salary: $50,000/year  

Location: This is an onsite position. 

Benefits: Pittock Mansion Society offers an excellent benefit package including 100% employer paid employee medical, vision and dental insurance, PTO, retirement plan with company match up to 3%, and an Employee Assistance Program. 

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 well over 80,000 annual visitors in recent years, Pittock Mansion is one of the top tourist destinations in Portland. The organization is an exciting juncture of growth, reimagination, and evolution. 

POSITION SUMMARY:  

This position directly supports the CEO of Pittock Mansion in multiple ways. The position requires the ability to be extremely organized and nimble, multi-task, and have a problem-solving attitude. The position also requires excellent written and verbal communication skills and the ability to critically think and communicate with and on behalf of the CEO. This is not a remote or hybrid position. Onsite work all five days of the week is required. 

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:  

• Provides wide variety of administrative support to the CEO on a day-to-day basis.  

• Serves as the point of communication for the CEO, keeping an up-to-date record of her availability and scheduling meetings and appointments with internal and external stakeholders.  

• Coordinates needed travel arrangements for the CEO including providing local travel details for meetings, making reservations, and ensuring all parties are informed.  

• Assists the CEO with meeting preparation which includes background research and compilation. 

• Schedules and hosts onsite VIP lunch meetings for the CEO, including sending timely communications to the guests such as for parking, greeting them personally upon arrival, informing other staff as required, reserving rooms, managing lunch orders including pick up and set up. 

• Regularly compiles and submits CEO’s credit card receipts, mileage, and other reimbursements.  

• Ensures that technological needs are coordinated in advance on behalf of the CEO for all calls and meetings. Remains handy to resolve any tech issues.  

• Collaborates with the HR Specialist in coordinating interview schedules for the CEO as and when needed, ensuring all informational materials are provided in advance.  

• Collaborates with the Board liaison to ensure CEO’s board preparation needs are supported and aligned. 

• Manages CEO’s speaking assignments and gathers supporting assets such as photos, video etc. for presentations. This includes media interviews. 

• Proactively maintains CEO’s community engagement schedule ensuring that the CEO participates in the appropriate community networks and events.  

• Compiles information through internal and external scans on an ongoing basis as required by the CEO which includes research on different topics and synthesis of relevant business models, comparative studies, and related quick data analysis.  

• Maintains thorough documentation on all projects, research, and stakeholder engagements, and suggests optimal mechanism to store and make available such information.  

• Ensures that informational packets are always kept organized. 

• Assist the CEO with identifying and scheduling cultivation meetings with major stakeholders. 

• Gets cross-trained on key aspects of operations such as proficiency with the POS (to pull real time data CEO might need), accessing institutional databases on membership and donors, assisting the Guest Experience Team “occasionally” during callouts or busy season, helping during VIP event guest registration and check in etc. 

• Takes the lead with direction from the CEO on coordination of special projects of institutional importance as required. 

• Other duties as requested to support the CEO.  

REQUIRED SKILLS: 

• Bachelor’s degree in communications or business management.  

• A few years of direct experience working for a CEO or Senior level management a plus.  

• Knowledge of nonprofit organizations/nonprofit administration.  

• Must possess excellent interpersonal skills to handle sensitive and confidential situations, as position continually requires demonstrated poise, tact, and diplomacy.  

• Requires excellent communication skills; verbal, oral and written with the CEO, co-workers, and constituents.   

• Writing and editing skills a plus. 

• Ability to take objective feedback positively and strive for continuous improvement. 

• Tech savviness is a must. Knowledge and experience with workplace technology with high proficiency in creating charts, graphs, power point presentations etc. and new applications. 

• The ability to research and stay abreast of new industry developments, trends, and best practices.  

• Excellent customer service skills and ability to engage professionally on behalf of the CEO with different audiences including community members, staff, board members, partners, and funders.  

• Highly organized, with the ability to work with the fast-paced schedule of the CEO. Ability to multi-task and switch priorities in an articulate and calm manner.  

• Ability to listen to and synthesize ideas from various stakeholders and present them to the CEO and vice versa.  

• Ability to consistently produce high-quality deliverables in a timely manner.  

• Ability to work well with directions as well as autonomously and collaboratively.  

• Possess multi-cultural appreciation and demonstrate an ability to work with a diverse group of co-workers and constituents.  

PHYSICAL ACTIVITIES/OTHER CONDITIONS 

• This is not a hybrid or remote position. Working onsite five days a week is required. 

• Occasional evening or weekend work required for special events. 

• Ability to work in 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.  

• Light to medium work that includes moving objects up to thirty pounds.  

To Apply: Please submit your resume and cover letter to jobs@pittockmansion.org. Please include “Executive Assistant” in the subject line. No phone calls, please. Only completed applications with all the requested materials will be considered.

Pittock Mansion Society is committed to a work environment in which 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 practices.