Job announcement: Executive Assistant

This position reports to the Executive Director and is involved in all facets of Council operations.

The Executive Assistant serves as a liaison to the eight Council members and is available to respond to their requests for organizing meetings and correspondences. This position also serves as the primary point of contact for external constituents on behalf of the Executive Director.

Position Expectations

The Executive Assistant must be creative and be good at working with a team of high performing professionals. The ideal candidate will have the ability to exercise good judgment in a wide variety of situations and be able to manage multiple priorities. The candidate will have strong written and verbal communication skills, be well-organized, and able to manage multiple priorities.

The Executive Assistant must be highly skilled in engaging directly and professionally with external stakeholders and have experience scheduling large virtual and in-person meetings as well as managing processes to conduct public meetings including contacting outside vendors to provide meeting support.

The Executive Assistant will be expected to build relationships throughout the organization that are critical to the success of the organization and will develop a clear working knowledge of matters before the Council.

As the primary point of contact in the Portland office, the Executive Assistant will be expected to be physically in the office more than other employees (expectation is at least 3-4 days per week) to assist in keeping the central office running smoothly. The Executive Assistant also is the point of contact for logistics during meetings held outside of Portland (likely four per year). The Executive Assistant is expected to travel to these meetings to ensure all facets of the meeting run smoothly and to identify and help resolve any meeting-related issues before they become distractions.

Finally, the position is expected to pick up tasks from others and to coordinate with other administrative staff to ensure the smooth operation of the organization. This requires the person be ready and willing to take up whatever tasks need to be done.

Primary Duties and Responsibilities

• Works closely with Executive Director to manage the Executive Director’s calendar and keep the Executive Director well informed of upcoming commitments and responsibilities.
• Assists in developing and tracking projects overseen by the Executive Director, including coordination with Council members, engagement with the Division Director team, coordination of employee meetings, DEI workgroup engagement, the strategic planning processes, among others.
• Attends monthly Council meetings and prepares meeting minutes. These minutes are used as a formal record of the meeting and are widely distributed, so their accuracy is critical. This task requires gaining an understanding of policy issues in the areas of power planning and fish and wildlife. Examples of meeting minutes are available on the Council’s website under Council Meetings.
• Partners with the Executive Director in identifying organizational efficiency improvements and to assist in their implementation. As part of these operational improvements, the Executive Assistant will be expected to use technology proficiently and coordinate with the IT team and others to implement technology solutions to improve office operations.
• Coordinates production of electronic meeting materials for distribution to the Council. This requires close coordination with other Council staff and attention to detail to ensure the materials are complete and delivered timely to the Council members.
• Oversees the travel arrangements for out-of-town Council meetings and site visits for Council- related tours (e.g., Congressional Staff Tour). The Executive Assistant will be expected to travel with the Council to ensure hotel arrangements and other logistics are in place and adequate.

Essential Skills and Qualifications:

• Exceptional organizational skills, with the ability to prioritize multiple tasks
• Excellent verbal and written communication skills
• Strong interpersonal skills to assist the Executive Director in developing and maintaining relationships with Council members, staff, external stakeholders, Tribal representatives, and members of the public.
• Comfortable working in both virtual and in-person business environments
• Ability to work 3-4 days/week in the central office (when the central office re-opens)
• Experience as an executive assistant or similar role
• Ability to work closely with the Information Systems Division to implement new IT solutions including:
  • online calendaring, meeting software, and other Council-wide software applications
  • Utilizing document storage and retrieval systems (i.e. understanding naming conventions and electronic file storage on an enterprise network)
• Experience with the energy sector and/or fish and wildlife issues a plus but not required
• Proficiency in Microsoft Office and Adobe Acrobat.
• Ability and willingness to travel
• Strong work ethic and willingness to assist other staff and Council members wherever needed

Please note, the initial hiring process will be conducted virtually. In-person meetings with the Executive Director at the central office in Portland (requiring masks and social distancing) will be required for candidates during the final stages of the hiring process.

Position start date is flexible, but no later than Monday April 18, 2022.

Interested applicants should submit a letter of interest, resume and at least 3 references by 5 p.m. PST on Monday March 14, 2022. All application materials must be submitted electronically in a single PDF to shirotsu@nwcouncil.org.

The Council provides a competitive structure of compensation and benefits. Salary range and benefits information available upon request to shirotsu@nwcouncil.org.

The Council is an Equal Opportunity Employer. The Council does not discriminate on the basis of race, color, national origin, religion, sex, gender, gender identify (including gender expression), sexual orientation, marital status, age, disability, genetic information, or military or veteran status.

About The Council

The Northwest Power and Conservation Council is an interstate compact agency formed in 1981 by the states of Idaho, Montana, Oregon, and Washington as authorized by Congress in the Pacific Northwest Electric Power Planning and Conservation Act of 1980 (Northwest Power Act). The Act authorized the Council to serve as a comprehensive planning agency for the Northwest providing planning and policy leadership on electric power and fish and wildlife issues, and directed the Council to do so while informing and involving the public in its planning processes and decision-making.

In our hiring, the Council embraces a diverse workforce and an inclusive, respectful workplace as the foundation of a strong, resilient organization that is well-equipped to serve the region now and in the years ahead. See the organization's Inclusion Statement.