Hiring Organization Information
Since 1973, the Oregon Community Foundation (OCF) has pursued a mission to improve lives for all Oregonians through the power of philanthropy. The Foundation invites Oregonians with different perspectives to come together around the shared value of giving back. We work with individuals, families, businesses and organizations to create charitable funds that support the community causes they care about. These funds support the critical work that nonprofits are doing across Oregon. Our headquarters are in Portland, with regional offices in Bend, Eugene, Salem, and Medford, Oregon.
The Development Assistant works within the Development Branch of the Philanthropic Services Department to advance development and outreach efforts of the Foundation. This position helps further the Foundation’s commitment to provide excellent service to donors, professional advisors, the board, volunteers and other constituents. The Development Assistant coordinates outreach and external relations efforts as assigned and oversees special projects. The range of duties requires ability both to manage a proactive and time-sensitive work schedule on an independent basis and to work productively as part of a team. The Development Assistant must be creative, detail-oriented, and enjoy working within an environment that is mission and results-driven, community-centric, and customer service-oriented.
Essential Duties and Responsibilities
- Executive Support Percentage of Time: 70%
- Complete a broad variety of administrative tasks for the Chief Philanthropy Officer (CPO) and Director of Philanthropy (DP):
- Act as a primary point of communication with internal and external stakeholders seeking contact with the CPO and DP, including donors, prospects, board members, and board committees. Proactively manage correspondence from the CPO and DP’s offices. Compose and prepare correspondence that is sometimes confidential. Disseminate information to others on behalf of the CPO and DP
- Manage an extremely active calendar of appointments and coordinate with other staff members to ensure timely completion of action items identified at meetings or otherwise specified by the CPO and DP
- Manage special projects that advance the strategic priorities of the department including supporting stewardship of donors to pooled funds
- Coordinate donor meetings and materials and provide hospitality as appropriate
- Arrange detailed travel plans, itineraries, and agendas for DP
- Complete travel and expense reports, invoices and contracts for DP
- Compile documents and materials for meetings collaborating with other departments as appropriate
- Manage and maintain data entry and records for prospects, donors, and professional advisors in a timely and accurate manner
- Conduct prospect research and compile briefing reports as requested
- Review and prioritize incoming mail/email for CPO and DP, determining disposition and level of urgency
- Facilitate communication between the CPO and DP’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff
- Provide administrative support to the Development and Marketing Committee (DMC). Assist department staff in the creation and production of board committee books, prepare and take meeting minutes, and provide follow-up support on action items
- Proofread and format DMC section of the OCF board book. Coordinate additional PSD reports for inclusion in the board book. Take minutes at board meetings, as requested by CEO
- Administrative Support - Department & Development Branch Percentage of Time: 30%
- Handle logistics for meetings (webinars, department and branch retreats, trainings, etc.) to include scheduling, room set-up and clean-up, catering, signage, and technology needs. Prepare and distribute agendas, record minutes, and ensure timely distribution and retention of meeting records
- Coordinate and monitor the branch’s budget throughout the year and contribute to the annual budget process
- Coordinate the agenda and logistics of branch and department meetings
- Coordinate out-of-state events for donors, prospects, and professional advisors
- Coordinate and operationalize projects involving prospective donor meetings with Philanthropic Advisors and CEO
- Solicit information and provide regular department updates for the OCF Weekly Highlights email and the Equity, Diversity and Inclusion report
- Collaborate department-wide to advance statewide goals and support workflow
- Serve as back-up for other related positions and duties within the department
- Assist with cross-departmental projects and events
- No supervisory responsibilities
Marginal or Non-Essential Job Duties:
- None identified
Required Cultural Values: In addition to the specific job requirements for each position, staff are expected to embody certain cultural values to support OCF’s mission: communicate effectively, value one another, demonstrate accountability, embrace possibilities, address conflict and take action.
Required Education, Skills, Training and Experience and Skills
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 job, 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 the role.
- Five years of progressively responsible executive-level administrative support experience, including experience in development, event coordination, and excellent knowledge of administrative procedures
- Bachelor’s degree preferred or equivalent combination of education and experience in lieu of degree
- Superior knowledge of MS Windows, Outlook, Excel, Word, PowerPoint, Publisher and Internet, and experience working with an integrated database such as iPhi
- Able to exercise good judgement, understand and communicate the situation, resolve problems and implement decisions effectively. Maintains highest level of confidentiality and discretion
- Three years’ experience in using and managing constituent management software systems
- Excellent communication skills, both verbal and written; detailed proofreader, able to convey information clearly and effectively; provide competent, courteous service to both external and internal stakeholders; has prior exposure to relations and communications with board members
- Exceptional organizational skills – detail oriented, accuracy, able to prioritize and manage several tasks at a time, able to meet multiple deadlines and able to quickly shift priorities and adapt to change
- Exceptional relationship and rapport-building skills, ability to navigate challenging situations and conversations to deliver high-quality services to donors
- Experience with project management and event planning
- Ability to gather and analyze data and produce concise reports
- Knowledge of budgeting and accounting procedures
- Cultural agility skills necessary to work effectively with diverse people, teams, and communities
- Demonstrated commitment to equity, diversity and inclusion
Physical Demands and Working Conditions: This job is typically performed under very comfortable working conditions; any disagreeable elements are generally absent during normal performance of the job. Job duties are performed in an office setting or indoor meeting rooms. Requires repetitive use of keyboard and monitor and frequent or prolonged periods sitting or standing. May require ability to lift, up to 45 lbs. upon occasion, and up to 20 lbs. more frequently. Requires some bending and twisting in performance of duties. Requires ability to communicate verbally in person or on the phone.
The physical effort typically applied in this job includes: Standing, sitting, walking, bending, lifting, carrying, reaching, manipulating, keying/typing.
The amount of effort typically applied and the frequency of application: (Whereas, the following refers to lifting, any equivalent effort may be substituted.)
Less than 1 pound – Effort applied more than 70% of the time
Between 1 and 5 pounds – Effort applied 15-40% of the time
Between 5 and 45 pounds – Less than 15% of the time
Travel is not required for performance of job duties.
Safety: Support a safe work environment by performing work duties safely and according to procedures. This includes reporting all injuries, illnesses or accidents sustained while working to your immediate supervisor as soon as possible after the occurrence or within 24 hours of the injury, illness or accident, and reporting any accident involving OCF vehicles, equipment or other property, regardless of the nature of the accident, to your immediate supervisor as soon as possible after the accident.
Attendance Requirements: Regular punctuality and attendance are required. Work outside normal business hours is not typically required in this role.
Compensation and Benefits: This is a non-exempt, full-time position. The hiring range for this position is $23.21 to $27.85/hour, DOE.
Our excellent benefit package includes generous paid time off, choice of medical and dental coverage, vision, outstanding 401k retirement plan, commuter and healthcare pre-tax savings accounts, employer-paid disability and life. Employees have access to an Employee Assistance Plan, paid volunteer leave, professional development opportunities, and much more!