Job Title: Executive Support Coordinator
Why work at MCCAC?
Mid-Columbia Community Action Council (MCCAC), located in heart of the beautiful Columbia River Gorge, serves Hood River, Wasco and Sherman Counties. MCCAC offers programs and services to ensure our most vulnerable community members have access to healthy, safe, stable and affordable housing. This is accomplished through our housing, energy/utility payment assistance and weatherization programs. MCCAC envisions a thriving community where our friends and neighbors have opportunities to be successful and thrive.
Position Summary:
The Executive Support Coordinator provides crucial administrative support to the Executive Director and Deputy Director of Mid-Columbia Community Action Council. This position is responsible for managing schedules, facilitating communications, coordinating administrative functions, and ensuring the smooth operation of the Executive Office.
Key Responsibilities:
Schedule Management:
Coordinate and manage calendars for the Executive Director and Deputy Director.
Schedule appointments, meetings, and conferences, ensuring optimal use of their time.
Communication Management:
Manage email correspondence on behalf of the Executive Director and Deputy Director, ensuring timely responses and maintaining confidentiality.
Draft and edit documents, letters, and reports as required.
Meeting Coordination and Support:
Coordinate logistics for staff meetings, leadership team meetings, meetings of the MCCAC Board of Directors and its subcommittees, and other meetings on behalf of the Executive and Deputy Director.
Develop Board meeting agendas in collaboration with the Executive Director, Deputy Director, and Board Chair.
Compile and distribute Board packets containing relevant documents and materials.
Coordinate agenda items with the MCCAC Leadership Team and ensure alignment with organizational goals.
Accurately document meeting minutes and distribute them promptly.
Ensure follow-up on action items and deadlines established during meetings.
Administrative Support:
Assist with agency administrative functions including document management, filing, and maintaining records.
Handle sensitive information and financial transactions with discretion and accuracy.
Financial Administration:
Securely handle deposits and financial transactions under the direction of the Executive Director.
Project and Event Support:
Assist in organizing special projects and events, coordinating logistics, and providing administrative support as needed.
Relationship Management:
Serve as a liaison between the Executive Director, Deputy Director, staff, external partners, and stakeholders.
Build and maintain positive relationships with key stakeholders.
Key Performance Indicators (KPIs):
Board Meeting Coordination:
Timeliness and accuracy of agenda development and distribution.
Feedback from Board members and stakeholders on meeting coordination.
Board Packet Development:
Completeness and clarity of materials included in Board packets.
Feedback on the usefulness and effectiveness of Board packets.
Meeting Agenda Coordination:
Alignment of meeting agenda items with organizational goals and priorities.
Agendas are delivered timely, in advance of regularly scheduled meetings.
4. Survey Effectiveness:
70% Completion rate of staff and client satisfaction surveys.
Analysis and presentation of survey results to management and the MCCAC Board of Directors.
Qualifications:
Minimum of 3 years proven experience as an Executive Assistant, Administrative Assistant, or similar role supporting senior management.
Minimum of High School diploma or GED equivalent required.
Excellent organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
Strong verbal and written communication skills, including the ability to draft professional correspondence and reports.
Proficiency in MS Office (Word, Excel, Outlook, PowerPoint), MS Teams and other relevant software applications.
Ability to handle confidential information with discretion and professionalism.
Preferred Qualifications:
Experience working in a non-profit organization or community service agency.
Working Conditions:
The position may require some overnight and out of area travel for training opportunities.
The duties outlined in this job description are not all inclusive and additional duties and tasks will be assigned as required.
Prior to date of hire, and throughout employment certification of the following are required:
Valid driver’s license
Proof of current auto insurance
MCCAC is an equal employment opportunity provider.
Location: The Gloria Center, The Dalles, Oregon.
Fair Labor Standards Classification: Full-Time, Exempt
Full-time position with regular office hours (8am-5pm, Monday-Friday)
Occasional flexibility required for meetings and events outside normal business hours.
Salary and Benefits Information
Pay: $27.00 per hour, 40 hours weekly
Benefits: MCCAC offers an excellent benefits package including Blue Cross medical insurance with the agency covering 90% for employees and dependents. Dental and vision coverage. Life insurance, 401k, paid vacation and sick leave.
Reporting Line: The Executive Support Coordinator will report directly to the Executive Director.
To Apply
Submit resume and cover letter to klapoint@mccac.com. Cover letters should include why you are uniquely qualified to serve in the position and what strengths you would bring to the role.
Veterans, people of color and people with lived experience are encouraged to apply.
Position will remain open until filled.