Urban League of Portland · 11 hours ago
Administrative Coordinator
Portland, OR
Full-time
Hybrid
Mid LevelUrban League of Portland is seeking an Administrative Coordinator to support the Chief of Staff in ensuring smooth executive operations and high-quality event execution. The role involves managing complex calendars, coordinating communications, and supporting various organizational events.
EducationEmploymentHealth CareNon Profit
Responsibilities
Provide high‑level administrative, operational, and logistical support to the Chief of Staff
Manage complex calendars, meeting logistics, and multistakeholder scheduling across leadership, board members, and community partners
Prepare briefing materials, agendas, meeting packets, talking points, and follow‑up documentation
Track deadlines, decisions, and action items to ensure follow‑through across leadership meetings
Draft, edit, and distribute internal communications on behalf of the Chief of Staff and Office of the President
Serve as a liaison between the Chief of Staff, Office of the President, departments, and external partners
Support organizational alignment by ensuring consistent information flow and timely communication across teams
Maintain and organize digital files, templates, shared resources, and institutional documentation
Support a portfolio of internal and external events including (but not limited to): Leadership University, professional development sessions, ribbon cuttings and organizational celebrations, board events, internal briefings, community engagements, key development events such as Equal Opportunity Day & Giving Society Reception
Event logistics: scheduling, materials, run‑of‑show documents, vendor coordination, volunteer coordination, venue prep, and follow‑up
Maintaining organization‑wide event calendars and contributing to quarterly events memos
Supporting after‑action debriefs and improvement planning
Assist with intake, coordination, and scheduling of social media and website requests (as backup or workflow support)
Support content gathering for events, campaigns, and donor‑facing materials (letters, acknowledgements, impact stories)
Help maintain message alignment, visual standards, and timely communications surrounding events
Support special projects and strategic initiatives led by the Chief of Staff, including high‑priority cross‑departmental plans
Maintain project tracking systems, documents, and templates that ensure continuity and smooth internal operations
Contribute to capacity‑building projects and internal improvement efforts
Qualification
Required
High-level administrative, operational, and logistical support experience
Experience managing complex calendars and meeting logistics
Ability to prepare briefing materials, agendas, meeting packets, and talking points
Experience tracking deadlines, decisions, and action items
Strong communication skills, including drafting and editing internal communications
Experience serving as a liaison between different departments and external partners
Ability to maintain and organize digital files and institutional documentation
Experience supporting event planning and logistics
Ability to coordinate and support a variety of events
Experience with light marketing and communications support
Ability to assist with social media and website requests
Experience in project and resource management
Ability to maintain project tracking systems and documents
Preferred
Experience in a non-profit or community-focused organization
Familiarity with event planning software or tools
Experience in a remote or hybrid work environment
Strong emotional intelligence and maturity
Company
Urban League of Portland
The Urban League of Portland is an NGO that empowers African-Americans to achieve equality in education, employment, and quality of life.
Founded in 1945
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
Nkenge Harmon Johnson
President and Chief Executive Officer
Recent News
2025-03-27
Seattle TechFlash
2025-03-26
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