Sr. Administrative Assistant

Position: Sr. Administrative Assistant

Reports to: Director of IT Services

Compensation*: Competitive starting salary $62,500 – $76,300 commensurate with skills and experience, Full Pay Range: $62,500 – $90,000

Employment Classification: Full-Time

Anticipated Start Date: Position is open until filled

Classification: Non-Exempt

Office Location: Portland Metro Area, Oregon, USA 

About Energy Trust of Oregon

 Energy Trust of Oregon is an independent nonprofit organization dedicated to energy efficiency and renewable energy development. We serve Oregon customers of Portland General Electric, Pacific Power, NW Natural, Cascade Natural Gas and Avista, and SW Washington customers of NW Natural. Year over year Energy Trust is recognized as one of the 100 Best Nonprofits to Work For in Oregon.

Our Vision

Clean, affordable energy for everyone.

Our Commitment to Diversity

We recognize the lack of diversity in our industry, and we actively seek to address it with our hiring and retention practices as well as our values. We believe every person and their lived experience is integral to building a vibrant culture and delivering effective services to all customers we serve. We are committed to the principles of diversity, equity, and inclusion, and we encourage candidates with diverse backgrounds and experience to apply.

Our Location

Energy Trust provides for a range of work location options, including remote, hybrid and in-office work. This position will represent Energy Trust in public settings and potentially at community events. We are open to candidates who live throughout Oregon and Washington. The Sr. Administrative Assistant would be expected to report to the office on a quarterly basis, at minimum.

What You’ll Do:

• Schedule and organize virtual, in-person and hybrid appointments and meetings using Microsoft Outlook, Teams and Zoom 
• Plan and coordinate logistics for in-person meetings
• Write and distribute email, memos, agendas, templates, and reports in support of team activities and projects
• Process and document purchase requests
• Track on expenditures and provide monthly summaries  
• Set up and maintain digital files and record keeping systems 
• Answer and direct email and phone inquiries from internal and external sources
• Support the creation and maintenance of team-level policies and procedures and coordinate with other administrative staff on the organization and storage of documented business processes
• Take detailed notes at team meetings and support tracking and completion of meeting follow-ups
• Handle administrative tasks, such as filing, data entry, generating reports and presentations, and setting up for meetings
• Perform other job-related duties as assigned.
• Perform all functions of the job in a safe manner.

What We’re Looking For:

 This position is responsible for administrative duties supporting staff across multiple groups including the Information and Technology Services teams, the Innovation and Development team, and the Legal team. This position will receive work requests directly from group directors, managers, and staff. Through administrative tasks, workflows, communication and coordination, this role will support the efficient and smooth day-to-day operations of key functions of busy teams.

This individual reports to the Director of Information and Technology Services.

This position is expected to report to the Portland office quarterly at a minimum for all staff and other in-person meetings. This position would not be required to travel.

SUPERVISORY RESPONSIBILITY

·         This position has no supervisory responsibilities

 What You’ll Need:

• High school diploma or G.E.D. and five years of administrative or similar experience in problem solving and supporting teams; or any combination of education and experience that provides the necessary knowledge, skills, and abilities to perform the duties and responsibilities of the position. 

• Intermediate skills with Microsoft Office suite (Outlook, Word, Excel, and PowerPoint), Zoom and Teams 

• Experience with intranet platforms such as SharePoint and project management tools such as Smartsheet or Asana preferred  

• Able to apply organizational skills, time management, problem solving and analytical skills to organize work and ensure work is completed on time and with accuracy. 

• Possess communication skills (written, email and verbal); ability to communicate with colleagues. 

• Follow internal processes and procedures, maintain systems and document administrative procedures  

• Able to work independently and as part of a team while being collaborative in resolving problems 

The above information is designed to outline the major functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.

APPLICATION INSTRUCTIONS:

 To apply: Please submit your resume and a cover letter.

What You’ll Get:

·         Health/dental/vision insurance

·         Employer sponsored and paid life/disability

·         401(k) with a company contribution of 6% of your salary after 90 days of employment

·         TriMet pass

·         Access to health and dependent FSA/HSA accounts

·         Generous paid vacation, holidays and sick days

·         Paid volunteer hours

·         Employee assistance program

·         Career advancement opportunities

·         Great colleagues and culture

·         Flexibility to work from home and/or an office space at the Portland, OR location 

·         Work from home laptop provided

·         Read more about our benefits here

Check out our open roles here: www.energytrust.org/About/careers.

 Don’t meet every single requirement? Studies have shown that candidates from certain demographics are less likely to apply to jobs unless they meet every single qualification—for example, women and People of Color. At Energy Trust we are dedicated to building a diverse, inclusive, and authentic workplace—if you’re excited about this role but your experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply. You may be the right candidate for this or other roles. 

Energy Trust of Oregon is committed to providing equal employment opportunity for all persons regardless of race, color, religion (including religious dress and grooming practices), sex, sexual orientation, gender, gender identity, gender expression, age, marital status, national origin, ancestry, citizenship status, pregnancy, medical condition, genetic information, mental and physical disability, political affiliation, union membership, status as a parent, military or veteran status or other non-merit based factors. We will provide reasonable accommodation throughout the application, interviewing and employment process. If you require reasonable accommodation, contact us. Energy Trust of Oregon is an E-Verify employer. This policy is applicable to all phases of the employment relationship, including hiring, transfers, promotions, training, terminations, working conditions, compensation, benefits, and other terms and conditions of employment.

Energy Trust is committed to pay equity. Energy Trust is committed to fair employment practices and non-discrimination, including pay equity for all employees. We do not discriminate on the basis of protected class (race, sex, veteran status, disability, age, color, religion, national origin, marital status, sexual orientation) in the payment of wages or screen applicants on the basis of their current or past compensation. We determine salary by completing a review of your application materials to evaluate your related education, experience and training.

*Actual compensation packages are based on several factors that are unique to each candidate, including but not limited to skill set, depth of experience, and certifications in the pay equity assessment to determine equitable salary placement. Candidates should expect compensation offers within the starting compensation range. The full pay range is included to show the earnings potential for this position with sustained high performance.

www.energytrust.org