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Title: Executive Coordinator

Location: Portland OR US

At the PSU Foundation, we believe in the power of higher education to transform lives. We are a mission-driven organization focused on advancing Portland State University through relationships, community connections and philanthropy. As part of our team, you ll join a group of passionate, committed and engaged iniduals working to empower students, faculty and the communities we serve. Join us.

The Opportunity

The Executive Coordinator is responsible for providing day-to-day administrative and technical support for Presidential level Foundation operations. This role will have a vital part in ensuring the successful organization and execution of administrative tasks and projects for the Chief of Staff, the Foundation President, Development Leadership and the Board of Trustees.

This position requires the ability to multi-task, anticipate and meet fast-moving deadlines, and handle sensitive and confidential situations related to high-level donors, prospects, board members, academic leadership and community leaders. The Executive Coordinator will exercise independent judgement, professionalism and integrity while working in a mission-driven, results-driven, community-oriented culture. This position requires strong written and verbal communication skills; strong administrative and organizational skills; creativity and personal initiative; a proactive, solutions-focused workstyle; and the ability to maintain a realistic balance among multiple priorities.

Duties & Responsibilities

Direct Support to the Chief of Staff (50% of work performed):

• Schedule and prepare for meetings as directed by the Chief of Staff. This may include developing agendas, preparing materials, taking notes and tracking and following up on assigned tasks.
• Assist with drafting confidential letters, briefings, emails and personal correspondence on behalf of Foundation and academic leadership. Edit and proofread documents, correspondence, impact reports and proposals.
• Make travel arrangements, place catering orders and restaurant reservations; process expense reimbursements, invoices and other expenditures related to meetings or events.
• Assist with scheduling for the President/CEO and Development team leadership as needed.
• Provide general administrative support and assistance with digital filing and record keeping.
• Enter correspondence, donor information and strategy, meeting notes and contact reports into database consistently and in a timely manner.
• Help organize and plan events for donors and staff; work in conjunction with events team when appropriate. Attend and support these events, as needed. Assist the Chief of Staff with projects and tasks related to Foundation operations, Presidential and organization initiatives, strategic goals and the creation and maintenance of company policies and procedures.
• Provide in-office support to the President/CEO and other Senior Leadership Team members in the Chief of Staff s absence.

Board Support (50% of work performed)

• Create calendar invites, agendas, slide decks and other meeting materials in advance of board and committee meetings.
• Responsible for keeping board member information up to date in Easy Board, Blackbaud and other digital or print locations.
• Maintain trustee memberships, campus parking permits and other documentation needed when members join or leave the board.
• Monitor attendance in advance of every board and committee meeting; contact trustees as needed in order to ensure quorum.
• Finalize minutes for all board and committee meetings throughout the year; store in the assigned record keeping systems and share them with participants in a timely manner.
• Assist with logistics for board meetings, trainings and events.
• Interpret and apply board governance requirements for the effective operation of PSUF s Board and Committees.
• Performs additional duties as assigned

Education & Experience Requirements

• Bachelor’s degree; education and experience may be considered in lieu of a degree.
• Four years of administrative experience; experience working with busy executives, high-level donors and V.I.P.s. is preferred.
• Experience handling high-level correspondence.
• Experience in the nonprofit sector, with basic knowledge of standard fundraising practices and the solicitation cycle is preferred.

Knowledge, Skills and Abilities Requirements

• Ability to remember the nuances and all the fine details in order to work effectively and efficiently.
• Ability to manage multiple deadlines and priorities simultaneously.
• Ability to identify and troubleshoot problems or find an effective and efficient work-around in even the most complex and high-stress situations.
• Proven experience delivering exceptional customer service in high stress situations.
• Experience understanding the importance of confidentiality and know when information of the highest level requires the utmost care and discretion.
• Ability to build and maintain relationships with necessary stakeholders, both internal and external to the organization and at every level.
• Strong verbal and written communication skills, including the ability to write and proofread documents.
• Absorb and process what you hear and see quickly and communicate relevant information in a manner that is readily understood by the intended audience, including customers and team members.
• Ability to work with the highest levels in the organization, remain focused and record appropriate notes and minutes during meetings and events.
• Proven ability to understand a task, project or initiative and identify and execute on the next steps that need to be done to successfully complete the work.
• Proven ability to remain calm in a fast-paced environment with conflicting priorities.
• Must be able to interpret and apply board governance requirements for the effective operation of PSUF s Board and Committees.
• Demonstrated computer proficiency, including experience using Microsoft Office, Google Applications, Adobe Sign and other paperless management tools.
• Demonstrated reliable, regular, and predictable work attendance.
• Self-motivated and require little guidance to tackle projects, tasks and priorities.
• Ability to create and collaborate within an equitable and inclusive team environment, and to communicate effectively within the context of erse behaviors, orientations, identities, and cultural backgrounds.

Other Essential Information

• Department: Executive
• Work Days/Hours: Full Time, 40 hours/week, Monday-Friday
• Work Type: We currently have a hybrid work model at the PSU Foundation. This position will be required to work at least 24 hours/week on Portland State University campus and the remainder of the work week may be worked remotely in Oregon or Washington.

Compensation and Benefits

• Compensation: $54,200 – $67,700 (depending on experience)
• Full Time Employee Benefits: We are proud to say that we have one of the leading benefit packages for Nonprofit organizations in Oregon. Highlights of our benefits package includes:
  • 100% employer paid medical coverage on our base-plan for employee coverage. Two additional buy-up plans are offered.
  • Up to 34 days of accrued paid time off every year available after a 90-day initial employment period
  • 11 company paid holidays
  • Up to 12% employer contributions to an eligible employee s 401(k) plan
  • Employer paid Long Term Disability and Life Insurance coverage
  • Eligibility for Portland State University affiliated employee benefits
  • For a full list of our awesome full-time employee benefits, please visit: https://www.psuf.org/careers

PSU Foundation is an EEO employer. To learn more about the foundation, our strategic direction and our financial impacts, please visit: https://www.psuf.org/about-psu-foundation