Executive Assistant/Office Manager

Position Summary The Office Manager/Executive Assistant reports directly to the Executive Director and manages daily functions for business continuity for the Wheat Marketing Center. This includes front desk reception services, accounts payable and receivable, maintaining inventories, payroll, supporting the Executive Director, Technical Director and staff, vendor management, organization of meetings, tours, & events, communications. Flexibility, curiosity, and ingenuity are essential for this role as are strong organizational skills and attention to detail. Duties and responsibilities General Front office management and support to the Executive Director and staff Serve as liaison with the public for incoming calls, email and visitors Operate and maintain office equipment and supplies Carry out projects and programs as assigned by the Executive Director Financial Process accounts payables and receivables semi-monthly; including billing and bank deposits Maintain accurate bookkeeping and financial records and prepare required reports Manage semi-monthly payroll Track and maintain state commission records and invoicing Human Resources · Prepare and conduct new employee onboarding and orientation · Manage and ensure accurate accounting of vacation and sick accruals · Track and ensure employee benefits records are complete and up to date Vendor and Stakeholder relations · Establish and maintain positive vendor relationships · Manage information technology and phone systems contracts, and act as primary liaison with IT contractor · Communicate with property manager regarding building issues · Track state commission calendars and identify opportunities for engagement Meetings & Events · Organize the preparation for meetings, workshops and courses including scheduling catering and physical set up for events · Prepare meeting materials and distribute to appropriate parties · Organize internal and external tours for incoming visitors and groups · Present results in a professional format to staff, board of directors, stakeholders, visitors, and industry · Manage schedule for the Albers Mill Building Conference Room Suite 240 Communications · Assist Executive Director with communications to the Board of Directors and other stakeholders · Take and transcribe minutes at board and committee meetings · Design and prepare marketing materials (including Annual Updates and the PNW Soft White Wheat Quality Report) · Maintain Board of Directors web page and ensure it is up to date · Manage the website and ensure all content and pages are up to date, accurate, and functioning · Track web and social media analytics and make recommendations for increasing effectiveness · Prepare crop quality reports, newsletter submissions, press releases and other publications Skills and Experience Required Bachelor degree or equivalent work experience Demonstrated proficiency in QuickBooks and general accounting practices Proficient with Microsoft Office 365, SharePoint, and Teams Proficient with Office applications including Outlook, Word, Excel, PowerPoint and Publisher Familiarity with social media and website (WordPress) management Strong written and oral communication skills Strong attention to detail and organizational skills Desired · Event planning and coordination · Experience in food and/or agriculture · Multilingual and/or multi-cultural experience · Social media and website management Other Position Requirements This is an in-person position at the Wheat Marketing Center office Ability to work flexible hours, including evenings and weekends, and travel as needed Physical demands - ability to lift up to 50 lbs. or more and stand or sit at a workstation for an extended period of time A valid driver’s license Enjoy creative thinking and problem solving in a dynamic environment Job Type: Full-time Pay: $52,000.00 - $59,000.00 per year Experience: Microsoft Excel: 1 year (Preferred) Microsoft Office: 1 year (Preferred) Ability to Commute: Portland, OR 97209 (Preferred) Work Location: In person