Executive Assistant, Government and Community Relations - University of Oregon
Portland, OR
About the Job
Department: Government and Community Relations
Appointment Type and Duration: Regular, Ongoing
Salary: $55,000 - $65,000 per year
Compensation Band: OS-OA06-Fiscal Year 2023-2024
FTE: 1.0
Positions Available: Two
Application Review Begins
June 25, 2024; position open until filled
Special Instructions to Applicants
Please submit the following with your online application:
A cover letter in which you clearly describe how your knowledge, skills, and abilities prepare you for the job responsibilities and requirements outlined in the job announcement.
A resume of your educational and professional work experience.
Please Note: We may contact applicants who meet the minimum requirements in the job posting to request additional information for the next stage of review.
Department Summary
Government and Community Relations supports the University of Oregon’s (UO) mission of providing exceptional teaching, discovery, and service by strategically positioning the university to create awareness, build long-term relationships, and secure resources that increase understanding and further its aims. The division comprises approximately a dozen employees primarily working out of Eugene, with offices also in Portland. UO is committed to fostering equity and inclusion in a welcoming, safe, and respectful environment that recognizes the value of all members of our community.
The Federal Affairs, State Affairs, Community Relations, and Economic Development & Strategic Partnerships programs together form the Office of Government and Community Relations (GCR). Government and Community Relations coordinates the University of Oregon’s legislative and advocacy efforts at the federal, state, and local levels, including the university’s sponsorship and community engagement programs, and strategic relationships with companies, economic and business community engagement organizations, corporate foundations, and government groups.
Intergovernmental Policy and Operations organizes cross-portfolio efforts to expand GCR’s ability to provide high-quality support of UO advocacy on behalf of the University of Oregon, its students, faculty, and staff.
GCR’s mission is to build and strengthen relationships with the university’s constituencies and encourage partnerships and investment in and support for the university, its programs, and its initiatives.
Position Summary
The Executive Assistant (EA) provides primary confidential and executive support for the AVPs on the Government and Community Relations team.
This position represents the GCR office to the campus community, policymakers, and staff, UO leadership, and the public, including assisting with planning events, public-facing events, and coordinating legislative activity.
The EA serves as the primary contact for all matters related to the AVPs schedule and activities. This position represents the AVPs and is the primary communications link between the AVPs and internal and external constituents for scheduling and logistics. The EA is responsible for representing politically sensitive matters, multi-faceted legislative and policy issues and advocacy efforts. This position also maintains the relevant portions of GCR budget and ensures fiscally responsible practices.
This position reports to the Senior Director of Intergovernmental Policy and Operations (senior director) and is responsible for supporting the GCR team to successfully deliver large-scale, highly complex projects with senior-level administrators and stakeholders. The EA must be comfortable with fast-paced, complex project management, including research, budgeting, writing, meeting, and stakeholder coordination, and developing strategic relationships and partnerships.
This position requires strong communication skills, excellent judgment and discretion, the ability to interact with a variety of stakeholders with professionalism and tact, and the ability and desire to stay informed about the UO and its priorities. The Executive Assistant must be able to work independently, proactively coordinate projects and schedules to facilitate the work of the GCR team, and ensure smooth operations for the office, including budgetary and fiscal management.
This position works in coordination and collaboration with the entire department. Responsibilities will include having a global understanding of the department’s work and supporting all members of the team when needed.
Due to the nature of GCR work, this position will be aware of university leadership’s viewpoints on strategies, negotiations, and other matters around collective bargaining issues, especially how they interface with the Governor’s office and legislative leadership. It regularly requires the exercise of independent judgment and a compressive knowledge of the UO, its programs and personnel, and the issues it faces.
This position may require occasional evenings/weekends work based on operational needs.
This position can be located in Eugene or Portland. It is eligible to work a hybrid schedule, and will need to work on campus approximately 3 days per week.
Minimum Requirements
• Bachelor’s degree OR equivalent combination of skills, experience, education, and training.
• Three years of experience providing confidential executive support that includes experience managing a calendar for an executive-level position or office and/or project management experience with increasing responsibility.
An equivalent combination of skills, experience, education, and training will be considered when assessing minimum qualifications.
Professional Competencies
• Proficiency with Microsoft Office applications, including Outlook for email and calendaring, as well as workplace collaboration tools such as Microsoft Teams and OneDrive.
• Effective communication skills, especially related to drafting correspondence, taking meeting notes, and creating daily executive briefings. Proven project management, time management, and organizational skills, with the ability to manage details of multiple and complex projects within firm schedules.
• Experience managing executive calendars, coordinating travel, and staffing executive-level committees.
• Demonstrated ability to manage stressful situations and to use sound judgment and initiative, particularly as it relates to handling sensitive and/or confidential information.
• Ability to establish and maintain cooperative working relationships with faculty, staff, and others as appropriate.
• Self-motivated, punctual, and reliable; organized and flexible.
• Ability to interact, communicate, and work effectively with individuals, recognizing and respecting the many and varied identities of each person.
• Commitment to promoting and enhancing diversity, equity, and inclusion.
• Ability to become familiar with and use established guidelines used to do this job, including gaining specific knowledge of University, State, and Federal procedures and policies.
Preferred Qualifications
• Five years of experience providing confidential executive support that includes experience managing a calendar for an executive-level position or office and/or project management experience with increasing responsibility.
• Professional or volunteer experience working with the leadership of public entities, such as nonprofit organizations, elected officials, policymakers, or similar.
• Professional or volunteer experience in a nonprofit organization, government agency, or policymaker’s office.
FLSA Exempt: Yes
All offers of employment are contingent upon successful completion of a background inquiry.
The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans and paid time off. For more information about benefits, visit http://hr.uoregon.edu/careers/about-benefits.
The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at uocareers@uoregon.edu or 541-346-5112.
UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.
In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.