Administrative functions:

• • Ensure a welcoming and professional environment by serving as the initial point of contact for visitors, participants, and staff. This includes screening and directing incoming calls or visitors to the appropriate individual or department.
  • Provide administrative support to the Executive Director and Finance Director.
  • Schedule and manage conference room bookings and prepare meeting spaces. Includes assisting with catering ordering and clean-up.
  • Load and manage TriMet Hop cards for participants, ensuring accurate tracking and timely distribution.
  • Administer staff ID badges and business cards.
  • Manage the inventory and distribution of SymptoPro^TM material.
  • Coordinate outgoing mail.
  • Assist with purchasing and maintaining general office supplies inventory for the office.

Office operations:

• • Ensure that mail and packages received at the Main Office are distributed to the correct recipient. This includes arranging for packages to be picked up by people/programs located at other company locations.
  • Manage Food Matters, internal food pantry. This includes receiving and shelving weekly shipments and regularly removing items that are no longer usable. Maintain logs of temperature checks, distributions, and required staff training. Submit monthly Oregon Food Bank reports. Provide order recommendations to the Gladstone Food Pantry Manager.
  • Ensure that the reception area, vestibule, kitchen, meeting rooms, and common spaces are tidy and organized.

• High school diploma or equivalent required; an associate or bachelor’s degree is preferred.
• Have a minimum of two years of experience in a receptionist, administrative, or executive assistant role.
• Bilingual English/Spanish is required.

Prior to a new hire, a background check, including criminal record history, will be conducted. Information from the background check will not necessarily preclude employment. 

This position requires the use of a personal vehicle and a minimum level of insurance coverage for that vehicle.

Minimum Coverage Amount:

· Personal liability insurance with $50,000 for bodily injury per person, with an aggregate of $100,000 per accident, or

· $100,000 combined single limit (bodily injury and property damage combined)