Executive Administrator – Central Administrative Office

The Central Administrative Office of Legal Aid Services of Oregon (LASO) is seeking full-time Executive Administrator. This position is based in Portland and is eligible for partial remote work.

Background
LASO is a non-profit law firm that represents low-income Oregonians in civil cases. LASO’s eight regional offices serve the general low-income population throughout the state and two specialized statewide programs focus on services to farmworkers and on issues impacting Native Americans. Our Central Administrative office provides administrative oversight and support for those statewide offices. LASO is an effective, high-quality legal services law firm that is committed to advocacy strategies having the broadest possible impact on client community problems. LASO is actively working to build an inclusive organizational culture that centers on racial equity. LASO is committed to recruiting and retaining a diverse workforce and providing a welcoming and culturally responsive environment for our staff and clients.

Job Summary
We are in search of a highly organized and detail-oriented Executive Administrator to deliver indispensable support to our executive team, overseeing the operations of a prominent statewide non-profit law firm. The ideal candidate will demonstrate excellence in managing the day-to-day administrative activities inherent to a legal environment, all while upholding a steadfast commitment to diversity and justice. A crucial aspect of this role involves maintaining the utmost standards of confidentiality, as mandated by both the Oregon State Bar and relevant laws and regulations.

Responsibilities
1.    Calendars, Communication and Confidential Information Handling:

• Efficiently manage executive calendars, schedules, and appointments.
• Facilitate seamless office communication and handle confidential information with discretion.

2.    Office Management:

• Coordinate travel for executive staff and board members.
• Process mail, document checks, and maintain an electronic check log.
• Manage office supply inventory, ordering, and demonstrate proficiency in database management.

3.    Document Formatting, Presentations, and Executive Financial Duties:

• Utilize Microsoft Office suite and Excel for creating reports and presentations.
• Assist with formatting issues in documents.
• Prepare drafts of internal memos, policies, and other documents.
• Assist with payroll tasks and manage office and statewide subscriptions and invoices.

4.    Human Resources Support:

• Assist in drafting, posting, and developing job postings.
• Maintain organized personnel files and coordinate administrative tasks related to HR processes.
• Coordinate LASO’s participation in job fairs and recruiting events.

5.    Event Coordination:

• Create, coordinate, and attend events that elevate LASO’s reputation, morale, and/or development.

6.    Board Meetings and Virtual Platforms:

• Schedule, email and prepare for general and executive committee board meeting notices, and other associated materials.
• Provide transcription services as needed for the recording and creation of meeting minutes.

Qualifications

• Proven experience as an Office Administrator or in a similar role.
• High level administrative and organizational skills with excellent attention to detail.
• Strong organizational and multitasking abilities.
• Ability to work collaboratively as part of a team.
• Excellent clerical skills including transcription services and file management.
• Strong skills with various software programs including Word, Excel, Acrobat Pro and database management.
• Excellent written and verbal communication skills. Familiarity with both Zoom and Microsoft Teams platforms.
• Good judgment, ability to handle stress, and initiative.
• Demonstrated ability to troubleshoot problems and provide solutions for streamlined processes.
• Demonstrated commitment to justice for low-income communities.
• Demonstrated commitment to anti-bias principles, cultural competency and addressing systemic racism and other forms of oppression.

Salary/ Benefits
Compensation is based on a 35-hour work week. Salary range is $55,200 – 61,200 for 0-5 years' experience; $62,400 - 67,200 for 6-10 years’ experience; and $68,400 - $79,200 for 11-30 years' experience annually; salaries are determined by relevant work experience. An additional $4,300 to $5,700 annually for bilingual ability, depending on proficiency. Full benefits package including individual and family health, vision, and dental insurance coverage; 6% employer retirement contribution; generous paid holidays, vacation, and sick leave; and up to $2000 for moving expenses.

Closing Date
Review of resumes to begin 03/18/2024. Applications will be accepted until position is filled.

Applications
Send resume, references, and letter of interest by email to:
Jeremy Aliason
Legal Aid Services of Oregon
520 SW Sixth Avenue, Suite 1130
Portland, OR 97204
Centraljobs@lasoregon.org

Supplemental question
Please provide a written response to the following question and submit it as part of your application materials. Limit response to 500 words.
LASO is committed to achieving justice for the low-income communities of Oregon. Our client communities include people of color, farmworkers, LGBTQ+ people, immigrants, seniors, people with lived experiences of homelessness, veterans, people with disabilities, and people from other underrepresented groups. It is essential to our mission that we also work to create an inclusive and respectful workplace environment in which differences are acknowledged and valued. How do you think your personal background or experiences, professional or otherwise, have prepared you to: (1) serve our diverse client communities effectively, (2) work effectively with colleagues from backgrounds different than your own, (3) acknowledge the systemic barriers that our clients face, and (4) contribute to our efforts to achieve racial justice? Feel free to provide examples and apply various aspects of your life and personal experiences in your response.

We celebrate diversity.
LASO is committed to being an organization that reflects the communities we serve and is diverse in race, color, national origin, sex, age, religion, marital status, veteran status, sexual orientation, gender identity, ancestry, national origin, or sensory, mental and physical abilities, work background, experience and education. We believe that the outcome of such diversity is our greatest strength and a matter of basic human fairness. It is to this end that we strongly encourage applications from people of color and people from any other underrepresented and historically marginalized group to apply for this position.