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Senior Executive Assistant

hace 3 días

Portland

Position: Senior Executive Assistant Reports to: Executive Director Status: Full-time (1.0 FTE, Exempt, Permanent) Location: Portland, Oregon Compensation: $75,000 – $95,000 Closing Date: March 15, 2026 About ATNI The Affiliated Tribes of Northwest Indians (ATNI), incorporated in 1953, is a member-led intertribal organization representing nearly 60 Tribal governments across the Pacific Northwest. ATNI advances Tribal sovereignty and self-determination by providing a formal forum for collaboration, advocacy, education, and technical assistance. Position Overview The Senior Executive Assistant helps keep the Executive Director’s (ED) work running smoothly by managing their calendar, scheduling meetings, handling communications, and making sure they are prepared for daily tasks. This role involves organizing travel for the ED, preparing materials for meetings, and keeping records up to date. The Senior Executive Assistant also supports the wider team by helping with meetings, keeping systems organized, and assisting with team events and staff development. They assist with planning and running Board meetings and support other special projects and events. This is a key role that works closely with many people and helps the organization stay organized and on track. The successful candidate brings experience supporting senior leaders, is confident managing complex calendars and communications, exercises discretion, and works well in fast-paced, collaborative environments. Roles and Responsibilities Executive Support (60%) • Manage the Executive Director’s (ED’s) calendar, scheduling, prioritization, and daily and periodic logistics., • Serve as the primary administrative contact for the ED; screen and route communications, requests, and inquiries, ensuring timely responses and discretion with sensitive matters., • Track tasks, correspondence, and follow-up action items to support executive priorities; provide prompts for the ED to follow-up, as needed., • Prepare the ED for meetings, engagements, and presentations by coordinating materials, talking points, background information, draft slide decks, and briefings., • Draft, edit, and format professional correspondence and communications., • Coordinate travel arrangements and maintain organized filing systems for the ED’s projects and records., • Manage meeting logistics for the office, as directed, including scheduling, calendar invites, attendance tracking, meeting packets, communications, venue reservation and set-up, meals, audio-visual set-up, and follow-up., • Maintain internal systems, including contact lists, shared calendars, dashboards, and directories., • Maintain and improve administrative systems, processes, and documentation to enhance organizational efficiency., • Coordinate logistics, and scheduling for Executive Board and committee meetings, retreats, and orientations., • Prepare meeting materials that include draft agendas, talking points, presentation slides, and collating background information., • Prepare, archive, and track Board documentation such as agendas, minutes, reports, and follow-up actions., • Provide administrative support to Board members, including travel arrangements, reimbursements, and other requests., • As directed, assist the ED with coordination of special projects in collaboration with Tribal leaders of ATNI member Tribes, ATNI Committee Co-Chairs, and other high-priority partners., • Support the ED by facilitating communications with Member Tribes and dignitaries to ensure timely distribution of event announcements, updates, and related communications., • Assist with strategic projects by conducting background research and preparing materials., • Collaborate with cross-functional teams to plan, support, and document project activities and deliverables., • ATNI is a growing organization. You may occasionally be asked to support ATNI activities that are outside of this position description. Core Competencies and Attributes The ideal candidate will demonstrate the following: • Executive Support and Discretion: Proven ability to manage calendars, prioritize tasks, and handle sensitive communications with a high level of confidentiality and professionalism., • Organizational Skills: Strong ability to manage time, balance multiple priorities, and maintain systems that support efficient executive and team operations., • Clear Communication: Excellent written and verbal communication skills, including drafting professional correspondence and summarizing key information for diverse audiences., • Initiative and Follow-Through: Self-starter who anticipates needs, tracks action items, and follows through with minimal supervision to keep projects and commitments on track., • Relationship Management: Ability to work respectfully with senior leaders, Board members, partners, and staff while supporting a culture of collaboration and respect., • Tech Savvy: Comfortable using a range of digital tools and platforms to support scheduling, virtual meetings, shared documents, and internal coordination., • Cultural Sensitivity and Respect: Demonstrates an understanding of and respect for Indigenous cultures, governance structures, and community priorities., • Calm Under Pressure: Maintains composure and professionalism while juggling competing priorities or working in high-stakes, public-facing situations. Required Qualifications • At least three years of experience in executive-level administrative support, operations coordination, or a similar role., • Demonstrated success managing complex calendars, scheduling, and high-level logistics., • Strong writing and editing skills, including experience preparing materials for meetings and events., • Proven ability to manage tasks independently while maintaining strong attention to detail and meeting deadlines., • Experience with supporting cross-functional teams, including coordinating projects or meetings., • Proficiency with standard office and collaboration tools (e.g., Microsoft Office, Google Workspace, Zoom)., • Willingness and ability to occasionally travel for meetings, events, or retreats., • Experience working with diverse communities. Preferred Qualifications • Experience working in a Tribal organization, inter-Tribal association, or Native-led nonprofit., • Familiarity with nonprofit Board operations, including minute-taking and governance logistics., • Background supporting internal operations such as staff engagement and project tracking., • Experience coordinating events or retreats, including logistics, materials, and vendor relations., • Knowledge of key Tribal issues or initiatives related to governance, climate, education, and/ or economic development., • Experience working within non-profit, membership-based organizations Other Information All qualified applicants will receive consideration for employment without regard to race, color, religion, sex or national origin. ATNI reserves the right to observe Tribal preference as a standard hiring practice, as part of our mission is to promote and provide employment opportunities for Indian People from the Member Tribes of ATNI. Work Conditions This is a regular, full-time exempt position based at ATNI’s Portland office. Working hours are Monday through Friday, with occasional weekends and evenings. Regular lifting of 5-10 pounds is expected. Must maintain good attendance and regular communication and be accessible and accountable to your colleagues. Employment is dependent upon the successful completion of a background check. Travel This role will be required to travel to in-person meetings and will travel throughout ATNI’s territory (Oregon, Washington, Idaho, Western Montana, Northern California, Nevada, and Southeastern Alaska) frequently and occasionally nationally. Travel for this position is estimated at 15-20% of the time. Employees receive mileage reimbursement and per diem allowances consistent with Federal rates. Benefits Benefits include access to 100% employer-paid employee-only medical coverage, with alternative benefit options based on individual needs, paid holidays and vacation, and a 401(k)-retirement plan option. How to Apply Please submit the following as a single PDF document to by March 15, 2026 to , with the subject line “Senior Executive Assistant”: • A cover letter addressing your interest in and qualifications for the position, • A current resume You may also apply by mail. Send materials postmarked by March 15, 2026 to: Affiliated Tribes of Northwest Indians PO Box 66209 Portland, OR 97290

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