Administrative Assistant to the Deputy DirectorJust Compassion • Portland, OR, US
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Administrative Assistant to the Deputy Director
Just Compassion • Portland, OR, US
[job_card.variable_days_ago]
[job_preview.job_type]
- [job_card.full_time]
[job_card.job_description]Create meeting agendas in collaboration with the Deputy Director Prepare and distribute pre-meeting materials Take detailed notes and produce concise summaries with clear action items Track follow-ups and ensure completion of assigned tasks Monitor and triage emails and correspondence Draft, edit, and respond to communications as directed Summarize lengthy emails, reports, and documents into clear, actionable briefs Serve as a key point of contact between the Deputy Director and internal or external stakeholders Prepare, format, and proofread documents, reports, and presentations Maintain organized digital and physical filing systems Support internal workflows and develop administrative systems to improve efficiency Assist with data tracking, reporting, and recordkeeping Support onboarding logistics and staff coordination as needed Provide administrative assistance for special projects and initiatives Help coordinate cross-department communication and scheduling Identify gaps in processes and recommend improvements Maintain confidentiality and professionalism when handling sensitive information Minimum of 1–3 years of administrative or executive support experience Strong organizational and time management skills Ability to manage multiple priorities in a fast-paced environment Excellent written and verbal communication skills High level of discretion and professionalism Proficiency in Google Workspace and Microsoft Office Ability to work independently and take initiative Valid driver’s license and car insurance required. Reliable vehicle required for travel. Experience supporting senior leadership Experience in nonprofit, government, or human services settings Strong document summarization and editing skills Familiarity with project coordination or workflow management Highly proactive and self-directed Comfortable in a fast-changing environment Strong attention to detail and follow-through Calm under pressure and solution-focused Excellent interpersonal and communication skills Fast-paced, collaborative, and mission-centered Requires flexibility and strong organizational discipline Regular interaction with leadership, staff, and external partners Ability to sit for extended periods Ability to walk up and down stairs and stand for extended periods. Ability to lift up to 20 pounds and assist with light physical tasks (e.g., setting up tables / chairs). Ability to perform job duties that may involve bending, twisting, or reaching.
Job Description
Job Description
Job Title : Administrative Assistant to the Deputy Director
Reports To : Deputy Director
Salary : $25-$28 (DOE)
Position Summary
The Administrative Assistant to the Deputy Director provides direct, high-level administrative support in a fast-moving, mission-driven environment. This position requires a self-starter who can step in quickly, manage competing priorities, and adapt to changing needs with minimal direction. The role supports the Deputy Director by managing scheduling, communication, documentation, and workflow coordination while ensuring efficiency, accuracy, and professionalism across all interactions.
The ideal candidate is highly organized, detail-oriented, proactive, and comfortable working in a role where priorities shift regularly. They must be able to anticipate needs, problem-solve independently, and maintain discretion while supporting leadership functions.
Primary Responsibilities
Scheduling and coordination
- Manage the Deputy Director’s calendar, schedule internal and external meetings, and coordinate logistics
- Resolve scheduling conflicts and ensure efficient use of time
- Send calendar invites, manage RSVPs, and track attendance
- Coordinate meeting locations, virtual platforms, and materials
Meeting and documentation support
Communication management
Administrative and operational support
Project and organizational support
Required Qualifications
Preferred Qualifications
Key Traits for Success
Work Environment
Just Compassion of East Washington County is committed to a policy of Equal Employment Opportunity with respect to all employees and applicants for employment. This policy prohibits discrimination on all legally recognized bases including, but not limited to, race, creed, color, gender, pregnancy, sexual orientation, gender identity, age, marital status, family relationship, disability, national origin, or service in the uniformed services .
E04JI800ad0m4085ccf
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