Responsibilities
- Organize, schedule, and manage all components of Board, committee, and advisory meetings, including special sessions, workshops, and regional gatherings outside the Portland metro area.
- Develop, verify, and distribute agendas, board packets, and supporting documents, ensuring materials are compiled, reviewed, formatted, and made available for printing, internal use, public release, and online posting.
- Issue public notifications for Board and executive meetings in compliance with by-law requirements, targeting relevant stakeholders and regulatory bodies.
- Ensure all meetings are fully equipped with functional audiovisual technology, accessible materials, and properly loaded presentation files, whether held in person or in hybrid format.
- Manage end-to-end logistics for Board and committee meetings, including technology setup, vendor coordination, contractor oversight, and internal support to guarantee seamless execution.
- Arrange and manage travel, accommodations, and eligible expense reimbursements for Board members.
- Collaborate with the General Counsel, legal team, and staff to produce accurate, timely draft and final minutes for meetings, ensuring proper documentation, approval, archiving, and public posting.
- Maintain official governance records, including bylaws, conflict of interest disclosures, board contact details, and committee assignments, ensuring compliance filings are submitted to the Oregon Public Utility Commission.
- Partner with legal leadership to track, update, and publish Board policies on the organization’s website.
- Administer the Board’s SharePoint site, keep the Board handbook current, and manage expense reporting, reimbursements, and budget-related administrative functions.
- Serve as the primary contact for Board members on logistical and procedural matters, delivering prompt, accurate responses to inquiries and correspondence.
- Engage with Board members using clear, professional, and timely communication.
- Carry out additional duties as assigned by leadership.
- Deliver high-level administrative support to the General Counsel, including managing complex calendars, scheduling meetings, and preparing executive materials.
- Draft and respond to correspondence on behalf of the General Counsel, prioritizing incoming communications based on urgency and relevance.
- Proactively gather and organize information for executives ahead of meetings, appointments, and correspondence to ensure preparedness.
- Provide administrative assistance to the Legal and Contracts team as needed.
- Gather input and create agendas for monthly team meetings, confirm attendance, and distribute materials with adequate advance notice.
- Support legal project tracking by monitoring priorities, deadlines, and deliverables using tools like Asana or comparable platforms.
- Draft, edit, and manage sensitive communications related to governance, legal matters, and executive functions, including maintaining Board and committee calendars.
- Develop and document operational procedures and policies, using generative AI tools such as Microsoft Copilot to improve efficiency, summarize content, and support workflow optimization with accuracy and responsibility.
- Demonstrate proficiency in Microsoft Office, collaboration platforms (e.g., Teams, Zoom), SharePoint, Adobe, DocuSign, and a willingness to learn new technologies.
- Continuously refine administrative systems, documentation practices, and workflow management processes.
- Exercise strong organizational skills, meticulous attention to detail, and the ability to manage multiple priorities effectively.
- Foster positive, cooperative relationships across departments and teams throughout the organization.
Compensation
Candidates should expect compensation offers within the starting range, with the full range reflecting potential earnings through high performance; final packages are determined by a pay equity assessment of skills, experience, and qualifications.
Work Arrangement
Hybrid
Other
- This role reports to the General Counsel and collaborates regularly with the Executive Director’s executive assistant to assist in Board-related coordination.
- The position is expected to attend the Portland office monthly for team meetings, quarterly for all-staff gatherings, and as needed for other in-person events as directed by the General Counsel.
- Travel is required to support regional Board meetings, community engagements, and other organizational needs.
- Compensation offers will generally fall within the published starting range.
- The full salary range is provided to illustrate potential earnings with consistent high performance.
- Final compensation is determined by a pay equity assessment considering individual factors such as skills, experience, and certifications.
