Eugene, OR, USA
Organic Materials Review Institute
About OMRI
The Organic Materials Review Institute (OMRI) is a leading nonprofit organization working to strengthen the organic industry. OMRI operates an internationally recognized evaluation program that reviews and lists input products for use in producing, processing, and handling organic foods and fiber. OMRI Listed® products are deemed appropriate to be used in operations that are certified organic under the USDA National Organic Program or the Canadian Organic Standards.
Location: Eugene, Oregon (Learn more about the City of Eugene)
Due to COVID-19, this position would be remote for the foreseeable future, and you would be working from home temporarily until we can return to the office.
Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We would encourage you to apply, even if you don’t meet every one of our qualifications listed. If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.
Overview of Position
We are looking to fill a key position on our team. The Executive Assistant will be responsible for providing assistance to the Executive Director/CEO, Deputy Director, Board of Directors and OMRI Management Team. The Executive Assistant reports to the Executive Director. Qualified candidates will have background in administrative support.
Starting salary $42,000 per year, DOE
Major Responsibilities
Executive Support
- Provide administrative support to the Executive Director
- Create, format, edit and proof reports, letters and emails
- Monitor contracts, invoices and payments
- Conduct research, read articles and documents, write comprehensive summaries and make recommendations based on research
- Schedule and provide support for internal and external meetings, whether in-person or virtual
- Print, scan, copy, file and distribute documents
- Update and maintain Executive Director’s contact lists
- Create and update work instructions and board documents
- Create meeting agendas, and transcribe and distribute minutes for OMRI group meetings, as requested
- Manage special projects and/or join project teams, as requested
- Develop and maintain detailed work instructions for Executive Assistant duties
- Research and make travel arrangements, as requested
- Other tasks and duties, as assigned
- Provide administrative support to the Deputy Director
- Collect and organize documents and data, produce reports and charts, and perform other tasks related to projects including, but not limited to, program evaluation and administration of surveys
- Coordinate monthly staff meeting agendas and distribute to staff, take staff meeting minutes and distribute to staff, and calendar future staff meetings
- Conduct research, read articles and documents, write comprehensive summaries and make recommendations based on research
- Under the supervision of the Executive Director, provide administrative support for Board of Directors activities
- Coordinate scheduling of board and committee meetings
- Draft meeting agendas, and distribute approved board and committee meeting packets and materials
- Record, transcribe and distribute meeting minutes for board and committees
- Organize logistics of board meetings including travel arrangements, meeting rooms, AV equipment, group dinners, hotels, reimbursement, online meeting arrangements, etc.
- Maintain board and committee rosters, contact information, meeting attendance documentation, forms and the board’s Google Drive account
- Create and/or update board policies based on voting summaries
- Update new or departing Board/Committee/Review Program/Advisory Panel status changes, contact lists and related information
- Provide appropriate documents and publications to new board members
- Understand OMRI Bylaws and Robert’s Rules of Order, and act as parliamentarian for board and committee meetings
- Provide support to board and committee members, such as help accessing Google Drive, and other assistance as requested by the Executive Director
- Other tasks and duties, as assigned
Management Team Support
- Provide administrative support to the OMRI Management Team (OMT)
- Provide support during weekly OMT meetings, annual work planning and strategic planning meetings
- Conduct research, read articles and documents, write comprehensive summaries and make recommendations based on research
- Update meeting agendas, record and distribute meeting minutes, create meeting documents, locate meeting venues and set up room equipment
- Create, edit, format and proof materials, including: PowerPoint presentations, spreadsheets, reports, emails, letters, handouts, visual aids and training materials
- Print, scan, copy, file and distribute documents
- Work with internal databases to capture and update contact lists and product review information
- Coordinate OMRI’s list of staff who are on the ACA Listserv
- Other tasks and duties, as assigned
- Other duties as assigned
- Assist with OMRI’s fundraising activities, including ensuring that processes are on schedule, collecting and formatting text, coordinating mailing lists, and sending thank you notes
- As needed, communicate with former, current and potential donors
- Coordinate grant proposals and reports, including managing deadlines and materials needed to submit successful proposals, and reports required during and after the project
Qualifications
Education and Experience
- Bachelors degree preferred. Business, marketing, communications or related field preferred.
- 2 years of experience working in an office environment required
- 2 years of experience as an Executive Assistant preferred
Skills
Required
- Proficiency in standard office software
- Superior written and oral communication skills
- Strong customer service skills
- Demonstrated ability to manage and prioritize multiple tasks, organize information, complete tasks in a timely fashion, and appropriately handle confidential business information
- Ability to work constructively as part of a dynamic team
- Ability to organize, monitor and track numerous ongoing and one-time activities, events and projects
- High level of attention to detail and ability to process and communicate complex information and instructions
- Ability to anticipate needs and adapt to change
- Ability to work independently and identify potentially more effective methods of work operation
- Ability to interact appropriately with other staff members for different purposes and in different contexts
- Ability to independently and logically solve problems with little supervision
Preferred
- Experience with project management
- Willingness to participate in professional development activities, and ability to acquire new skills and adapt to change quickly
- Familiarity with and support for the organic community
Other Requirements
- Ability to work occasional nights and weekends, if required
- Ability to occasionally travel domestically, if required
- Ability to provide annual motor vehicle report and proof of auto insurance, if required
Benefits
- Full time position with competitive salary.
- 100% employer-paid medical, dental and vision plan
- 50% employer contribution to dependent medical, vision and dental plans
- 100% employer-paid life insurance, long term disability and short term disability insurance
- Retirement plan
- Generous Paid Time Off
- 13 paid holidays
- Opportunities for flexible scheduling
- Opportunities for training and professional development
- Bike-friendly business and support for alternative transportation options
- Small nonprofit organization with established team and leading role in organic industry
- Casual, fun work environment
Deadline
April 29, 2022
How to apply
Submit your resume and cover letter as a PDF or Word document to jobs@omri.org referencing Executive Assistant in the subject line. Only candidates who have been selected for an interview will be contacted. No phone calls, please.
OMRI is an Equal Opportunity Employer
OMRI is committed to fostering an inclusive and welcoming work environment where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, age, sex, pregnancy, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. All aspects of employment are decided on the basis of qualifications, merit, performance and business needs.
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