Administrative Assistant

Portland Japanese Garden – a 501(c)(3) non-profit in Portland, Oregon – is hiring for a full-time Administrative Assistant who will support the Director of Japan Institute (Director of JI) & Arlene Schnitzer Curator of Culture, Art, and Education (Curator of CAE) (dual role held by one person). This position will report to the Director of JI & Curator of CAE, and requires professionalism, attention to detail, flexibility, and a proactive, service-oriented attitude. The professional in this position should enjoy keeping people organized and creating systems to help departments run more efficiently.

This position will work from the primary Garden campus, located at 611 SW Kingston Avenue.

Primary Duties

• Provide high-level administrative support to the Director of JI & Curator of CAE, and their respective departments (Arts & Culture, Japanese Garden Training Center, Japan Office [International Exchange Forum])
• Maintain and manage the Director of JI & Curator of CAE’s calendar, proactively addressing schedule conflicts and appropriately prioritizing appointments
• Correspond with key contacts and coordinate in-person and remote meeting logistics on behalf of Director of JI & Curator of CAE
• Support travel for the Director of JI & Curator of CAE by assisting in scheduling meetings, preparing gifts and collateral material, and collaborating with Development Department to procure in-kind materials as needed
• Assist with hospitality for Japan Institute guests including donors, government officials, journalists, vendors, etc.
• Collaborate closely with the Executive Office to support hospitality and scheduling for high-level VIP visits and meetings
• Track expenses and submit expense reports (e.g., monthly credit card reports).
• Order and manage inventory of department office supplies and organizational collateral (e.g., brochures, books)
• Coordinate, attend and take notes for both department and interdepartmental meetings (e.g., status, event planning, other ad-hoc meetings)
• Assist in data reporting in Excel (e.g., admissions, event attendance, survey results)
• Support programming activities, art exhibitions, and development events as necessary

Other Responsibilities

Qualifications

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the position, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for this role.

Special Requirements

Compensation & Schedule

health, dental, and vision insurance (premium 100% covered for employees), with partial deductible reimbursement

vacation : 2 weeks per calendar year to start, with regular increases

Transportation

The Garden is located at 611 SW Kingston Avenue, in Washington Park. Below are the transportation options for staff commuting to the Garden :

Applications

To apply, please submit a resume, cover letter, and three work-related references through our online Career Center. Incomplete applications will not be considered. Please no phone calls or hand delivered applications. Applications will be accepted until the position is filled.

All submitted applications will be held in confidence.

We encourage all potential applicants to watch our video entitled “Come to Understand : Welcome to Portland Japanese Garden” (5 : 56 minutes).