Executive Assistant

Employment Category: Full-Time, Non-Exempt (Hourly) 

Department: Administration 

Reports to: Vice President, Administration 

Work Location: Oregon Conference Office 

Job Overview: The Executive Assistant has a passion for serving Jesus and others.  Will have excellent verbal and written communication skills, strong computer skills, is organized, can exercise good judgement, and will keep matters strictly confidential.  Primary responsibilities will involve the general executive assistant duties described below, assistance with various committee meetings, and other duties as assigned by the Vice President for Administration. 

Responsibilities: The Executive Assistant’s responsibilities include, but are not limited to, the following duties and areas. 

• General Executive Assistant duties – Drafting general office correspondence, scheduling appointments, answering phone calls, e-mails, and questions, filing, preparing mailings, keeping track of upcoming events, ordering and maintaining materials and forms.  Will provide support to other Conference Executive officers as needed. 

• Committee/AdCo/Session/Camp Meeting Support – Gathering, copying, scanning, assembling, and disassembling materials and transcribing committee minutes for Executive Committee, Executive Committee retreats, Personnel Committee, Constitution and Bylaws Committee, Administrative Council (AdCo), and AdCo retreats.  Keeping committees informed, maintaining contact lists of individuals for committee meetings, as well as creating name plates for committee members.  Assembling backup material for AdCo Agenda, scanning documents, and uploading to OneDrive for digital meetings.  Maintaining digital archives for all committees.  Serving as host for Camp Meeting presenters, as well as helping with other activities in the office and at the campground during Camp Meeting.  Assisting with preparations for Oregon Conference Constituency Sessions, including coordinating registrations for 500+ delegates, preparing church delegate lists, and assembling binders. 

• Other
  – Gathering statistical information from churches and providing that information to other organizations as needed.  Assisting with gathering information for Ordination/Commissioning/Emeritus Credentials, preparing ordination materials, and reporting necessary information to the North Pacific Union Conference. Working to keep the Conference Calendar up-to-date and communicating events accurately.
  Providing updated annual statistical information for the Adventist Yearbook.  Occasionally assisting with front desk receptionist duties.  Coordinating and/or assisting with Social Committee functions.   

Required Skills/Abilities:
The successful candidate will have the ability to stay organized, prioritize, be able to multi-task, work independently, meet constant deadlines, deal kindly and professionally with people on the phone and in person, and work calmly in stressful situations.  The successful candidate will work well with our team and take direction and coaching in a positive manner.  Must be able to work efficiently, pay attention to details, and be proactive when handling tasks.  Having a good knowledge of denominational function is desired.  A solid knowledge of Microsoft Office is with emphasis on Word, Outlook, and Excel, as well as familiarity with Adobe Acrobat and a comfort with computer technology in general.   

Education/Experience: Bachelors degree is preferred.  Previous work experience in the Adventist church and working with NAD policies would be helpful but
is not required.   

Employment Conditions/Physical Requirements: The majority of the Executive Assistant’s time will be spent working at a computer or on the phone. 
Some occasional lifting and moving of supplies and equipment will be necessary (generally less than 25 pounds).  The work week is 38 hours per week Monday through Thursday (we are closed on Friday), with flexibility to start or finish early or later in the day to work full-time hours.  This position will be based at the Conference Office.