Energy Trust of Oregon · 12 hours ago
Sr. Administrative Assistant - Contractor
Portland, OR
Contract
Hybrid
Senior Level
$30.03/hr - $36.68/hr
5+ years expEnergy Trust of Oregon is an independent nonprofit organization dedicated to energy efficiency and renewable energy development. The Senior Administrative Assistant provides high-level administrative and operational coordination in support of the Operational Management Team, ensuring smooth communication and decision-making across teams.
EnergyNon Profit
Responsibilities
Coordinate OMT operations: Manage scheduling, logistics, and documentation, including meeting notes, for recurring and ad hoc OMT meetings, sub-teams, and advisory team meetings. Help triage, schedule and prep guests who will be attending meetings. Ensure follow-up actions and decisions are clearly tracked and communicated
Drive follow-through: Track and monitor progress on OMT priorities, projects, and assignments using Asana and other tools; proactively remind and support team members to complete deliverables on time
Coordinate with OMT and OMT facilitator to create and follow repeatable processes
Manage complex systems and tools: Maintain and improve Asana boards, SharePoint sites, Outlook calendars, and Teams channels to ensure data accuracy, clarity of ownership, and visibility across teams
Support organizational capacity and resource tracking: Coordinate updates to capacity and resource management dashboards; collect and synthesize data from OMT members and project managers
Prepare and distribute materials: Draft and edit agendas, presentations, reports, meeting summaries, and other documents that communicate decisions and progress
Facilitate efficient communication: Serve as a central point of contact between OMT members, staff, and stakeholders; anticipate needs and manage information flow to keep work moving
Manage purchasing and budget tracking: Process purchase requests and monitor expenditures
Support process documentation and improvement: Create, organize, and maintain digital files, policies, and standard operating procedures in SharePoint or similar systems
Coordinate in-person and hybrid meetings: Plan logistics, technology setup, and materials for OMT and departmental gatherings, ensuring professional execution
Collaborate with other administrative staff: Partner across departments to align procedures, share tools, and improve organizational efficiency
Perform other job-related duties as assigned and ensure all work is completed in a safe and professional manner
Qualification
Required
High school diploma or G.E.D. and five years of administrative or similar experience in problem solving and supporting teams; or any combination of education and experience that provides the necessary knowledge, skills, and abilities to perform the duties and responsibilities of the position
Experience working in a dynamic, multi-departmental organization with complex workflows and multiple stakeholders
Advanced proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint, with the ability to manage multiple calendars, create and edit documents, and prepare polished presentations
Advanced experience using Asana (or similar system) for project coordination, task tracking, and reporting; ability to maintain and improve boards and dashboards that track organizational capacity and project resources
Familiarity with SharePoint or other intranet platforms for document management and collaboration
Experience with virtual meeting technologies including Teams, and hybrid conference setups
Strong ability to plan, prioritize, and coordinate multiple workstreams and competing deadlines
Ability to collect and synthesize data for reporting and decision-making purposes
Excellent written, verbal, and interpersonal communication skills; able to interact professionally with staff, directors, and external stakeholders
Demonstrated ability to work independently while maintaining strong collaboration and follow-through across teams
Maintain confidentiality and ensure that all sensitive information is handled securely and shared only with authorized individuals. Avoid discussing confidential matters in public or unsecured environments and follow all relevant data protection policies
Proactive, resourceful, and adaptable — able to anticipate needs, identify opportunities for efficiency, and help move work forward
Commitment to Energy Trust's diversity, equity, and inclusion values to create a respectful and supportive workplace
Able to apply organizational skills, time management, problem solving, and analytical skills to organize work and ensure work is completed on time and with accuracy
Company
Energy Trust of Oregon
Energy Trust of Oregon is dedicated to helping Oregonians benefit from saving energy and tapping renewable resources.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Chris Dunning
Chief Financial Officer
Nate Smith
Talent Acquisition Partner
Recent News
Canada NewsWire
2025-05-08
Portland Business Journal
2025-03-26
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