{"schemaVersion":"jobsearcher.job.v1","id":"c5c8156bc97efbbf78d446d0","url":"https://jobsearcher.com/jobs/c5c8156bc97efbbf78d446d0","canonicalUrl":"https://jobsearcher.com/jobs/c5c8156bc97efbbf78d446d0","title":"Executive & Program Assistant","description":"Department: Administration\nReports To: Executive Director & Senior Program Director\nPosition Type: 1.0 FTE, 40 hours per week, non-exempt\nBilingual candidates are eligible for $1.50 Bilingual Differential. This differential is included in the pay range shown above.\nEligible for benefits.\nApplication Instructions: All applicants must submit a complete Job Application, Supplemental Questions, and resume via the Job Portal to be considered.\nPlease note: Recruiting scams are on the rise - Make sure to protect your information. HIV Alliance does not conduct interviews or ask for personal information (ID, Social Security, etc.) via text. Additionally, double check the email of who is communicating with you. Email communication from HIV Alliance uses @allianceor.org or comes from noreply@criterionhcm.com. Please report any suspicious activity to Human Resources at ostankey@allianceor.org and/or ldavis@allianceor.org .\n\nPosition Summary\nThe Executive and Program Assistant position is pivotal, challenging and multi-focal. This position is jointly supervised by the Executive Director and Senior Program Director and assists with all aspects of their departments, including Human Resources, admin support and special projects. Additionally, the position supports the agency’s management in the creation of effective and efficient work teams consisting of staff, volunteers and community members.\n\nEssential Functions and Responsibilities\nGeneral Duties\nAct as the Executive Assistant for the Executive Director (ED) and Senior Program Director (SPD) in all facets of agency administration, management, development and community relations\nProvide tools and organization to keep development team (ED, Board, Committees, Task Forces) busy and successful\nCoordinate setup of meetings\nAssist in development of administrative work plans\nAssist ED and SPD with coordination and development of critical agency plans\nAssist ED and SPD with reports, special projects and correspondence as necessary\nAssist ED and SPD with applicant recruiting, screening and onboarding\nCoordinate maintaining official files as designated by the Executive Director\nCoordinate execution of contracts and critical documents and ensure proper filing\nCoordinate special projects related to administration and management of agency\nResearch, design and prepare formal and informal presentations\nAssist with preparations of Executive Summaries and other memoranda\nRepresent the agency at various work-related and social functions at the direction of the ED\nMaintain sensitive and critical documentation\nOther projects and duties that may be assigned\nSupport ED and SPD led committees including the Employee Advisory Committee\n\nBoard Duties\nCoordinate monthly Board meetings\nCompile, edit and email monthly board report packets to Board of Directors in a timely manner\nMaintain Official Board Minutes as public record\nOnboard new Board Members\nAct as staff liaison to Board of Directors\nSupport ED in orientation of new Board members\n\nProgram Duties\nAssist in completion of program plans\nPrepare program meeting agendas\nAssist with tracking program compliance and reports\nSchedule meetings, create agendas and meeting minutes\nResearch program related topics\nAssist with program evaluations and client surveys\nCreate and Format program forms, fliers and other materials\nCoordinate the monthly 340B Workgroup meeting\nJob duties will expand as needed and as knowledge and ability is demonstrated\nConducting and documenting the monthly compliance tasks and semiannual 340B audit\n\nRequired Qualifications\nRequires 2 years of related administrative experience\nPrefer experience showing several years of verifiable, progressive responsibility as executive/administrative assistant\nStrong organizational and problem-solving skills with ability to prioritize\nCapacity to think independently and use mature professional judgment\nStrong written and verbal communication skills\nProficiency in Excel, Adobe Suite, Word and file management in Windows\nAbility to take initiative and balance multiple tasks simultaneously\nAble to work with distractions and busy surroundings\nAble to attend to detail\nRecord-keeping and file management skills\nAble to present professional and pleasant manner at all times with staff, Board and others\nAbility to learn quickly, willing to ask questions to clarify information and able to get up to speed in short period of time\nFlexible to respond to unanticipated needs of Executive Director or Senior Program Director and staff, and re-prioritize work tasks as necessary\nCapable of respecting and maintaining confidentiality in all appropriate agency business\nHandle stress with grace/sense of humor\nImpeccable integrity and sense of discretion\nSelf-directed, team player who can work independently\nValid Oregon Driver's license, or valid out of state driver's license with the ability to get an Oregon Drivers license within 30 days of establishing residency in Oregon, and a driving record sufficient to be covered by agency auto insurance policy\n\nTB test (provided at agency)\nFlexible hours required, including some evenings and weekends\nAbility to pass agency criminal background check\n\nPhysical Demands\nWhile performing the duties of this job, the employee is required\nRepetitive use of hands such as grasping, twisting/turning of wrists, and finger dexterity necessary to perform various clerical duties, such as typing and writing.\nFrequent use of arms such as pushing and pulling to open and close drawers and cabinets\nAbility to sit or stand for extended periods of time at an assigned station\nAbility to bend, stand, and reach to be able to transport clients and to occasionally lift and carry up to 25 pounds (harm reduction kits, naloxone kits, testing and education materials)\nContinuous clarity of vision at 20 inches or less for processing of paperwork\nThe physical demands described above here are representative of those that must be met by an employee to successfully perform the essential functions of this job.\nReasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.\n\nWorking conditions, Travel and Environment\nThe duties of this job require individuals be able to work in non-traditional and community-based settings\nThe duties of this job require regular attendance\nAbility to work flexible hours, including early mornings, evenings, and weekends\nAbility to work 5 days per week for a minimum of 40 hours per week\nTravel to other locations as necessary to complete essential job functions\nAbility to transport self to job-related events and locations\n\nHIV Alliance prohibits discrimination based on race, color, religion, national origin, ancestry, citizenship status, physical or mental disability, age, sex, sexual/affectional orientation, gender identity, gender expression, marital or partnership status, veteran status, political affiliation or belief, genetic information, HIV antibody status or any other factor protected by law or association with any of these classes, in its services, employment, or use of volunteers.\nHIV Alliance is a community united to stop the spread of the HIV epidemic. We strive to create an environment where everyone is empowered to reach their full potential. We value the diverse perspectives that each of us brings to this work, understanding the influences of culture, race, color, religion, national origin, ancestry, citizenship status, physical or mental disability, age, sex, sexual/affectional orientation, gender identity, gender expression, marital or partnership status, veteran status, political affiliation or belief, genetic information and HIV status in shaping our life experiences. We pledge to listen and ask questions before making judgments, and to continue to educate ourselves and each other. We recognize that we will only be successful against the HIV epidemic in a culture where oppression is not tolerated.\nJob Type: Full-time\nPay: $21.50 - $24.38 per hour\nExpected hours: No less than 40 per week\nBenefits:\n401(k)\nDental insurance\nEmployee assistance program\nFlexible spending account\nHealth insurance\nHealth savings account\nLife insurance\nPaid time off\nRetirement plan\nVision insurance\nSchedule:\n8 hour shift\nMonday to Friday\nWork Location: In person","company":"Hiv Alliance","rawCompany":"hiv alliance","city":"Eugene","state":"MO","isRemote":false,"isActive":false,"createdAt":"2026-04-22T19:19:18.903Z","occupations":[{"code":"43-6011.00","title":"Executive Secretaries and Executive Administrative Assistants","slug":"executive-secretaries-and-executive-administrative-assistants"},{"code":"43-6014.00","title":"Secretaries and Administrative Assistants, Except Legal, Medical, and Executive","slug":"secretaries-and-administrative-assistants-except-legal-medical-and-executive"},{"code":"43-6012.00","title":"Legal Secretaries and Administrative Assistants","slug":"legal-secretaries-and-administrative-assistants"}],"industries":[{"code":"921110","title":"Executive Offices","slug":"executive-offices"},{"code":"813410","title":"Civic and Social Organizations","slug":"civic-and-social-organizations"},{"code":"624190","title":"Other Individual and Family Services","slug":"other-individual-and-family-services"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Executive & Program Assistant","description":"Department: Administration\nReports To: Executive Director & Senior Program Director\nPosition Type: 1.0 FTE, 40 hours per week, non-exempt\nBilingual candidates are eligible for $1.50 Bilingual Differential. This differential is included in the pay range shown above.\nEligible for benefits.\nApplication Instructions: All applicants must submit a complete Job Application, Supplemental Questions, and resume via the Job Portal to be considered.\nPlease note: Recruiting scams are on the rise - Make sure to protect your information. HIV Alliance does not conduct interviews or ask for personal information (ID, Social Security, etc.) via text. Additionally, double check the email of who is communicating with you. Email communication from HIV Alliance uses @allianceor.org or comes from noreply@criterionhcm.com. Please report any suspicious activity to Human Resources at ostankey@allianceor.org and/or ldavis@allianceor.org .\n\nPosition Summary\nThe Executive and Program Assistant position is pivotal, challenging and multi-focal. This position is jointly supervised by the Executive Director and Senior Program Director and assists with all aspects of their departments, including Human Resources, admin support and special projects. Additionally, the position supports the agency’s management in the creation of effective and efficient work teams consisting of staff, volunteers and community members.\n\nEssential Functions and Responsibilities\nGeneral Duties\nAct as the Executive Assistant for the Executive Director (ED) and Senior Program Director (SPD) in all facets of agency administration, management, development and community relations\nProvide tools and organization to keep development team (ED, Board, Committees, Task Forces) busy and successful\nCoordinate setup of meetings\nAssist in development of administrative work plans\nAssist ED and SPD with coordination and development of critical agency plans\nAssist ED and SPD with reports, special projects and correspondence as necessary\nAssist ED and SPD with applicant recruiting, screening and onboarding\nCoordinate maintaining official files as designated by the Executive Director\nCoordinate execution of contracts and critical documents and ensure proper filing\nCoordinate special projects related to administration and management of agency\nResearch, design and prepare formal and informal presentations\nAssist with preparations of Executive Summaries and other memoranda\nRepresent the agency at various work-related and social functions at the direction of the ED\nMaintain sensitive and critical documentation\nOther projects and duties that may be assigned\nSupport ED and SPD led committees including the Employee Advisory Committee\n\nBoard Duties\nCoordinate monthly Board meetings\nCompile, edit and email monthly board report packets to Board of Directors in a timely manner\nMaintain Official Board Minutes as public record\nOnboard new Board Members\nAct as staff liaison to Board of Directors\nSupport ED in orientation of new Board members\n\nProgram Duties\nAssist in completion of program plans\nPrepare program meeting agendas\nAssist with tracking program compliance and reports\nSchedule meetings, create agendas and meeting minutes\nResearch program related topics\nAssist with program evaluations and client surveys\nCreate and Format program forms, fliers and other materials\nCoordinate the monthly 340B Workgroup meeting\nJob duties will expand as needed and as knowledge and ability is demonstrated\nConducting and documenting the monthly compliance tasks and semiannual 340B audit\n\nRequired Qualifications\nRequires 2 years of related administrative experience\nPrefer experience showing several years of verifiable, progressive responsibility as executive/administrative assistant\nStrong organizational and problem-solving skills with ability to prioritize\nCapacity to think independently and use mature professional judgment\nStrong written and verbal communication skills\nProficiency in Excel, Adobe Suite, Word and file management in Windows\nAbility to take initiative and balance multiple tasks simultaneously\nAble to work with distractions and busy surroundings\nAble to attend to detail\nRecord-keeping and file management skills\nAble to present professional and pleasant manner at all times with staff, Board and others\nAbility to learn quickly, willing to ask questions to clarify information and able to get up to speed in short period of time\nFlexible to respond to unanticipated needs of Executive Director or Senior Program Director and staff, and re-prioritize work tasks as necessary\nCapable of respecting and maintaining confidentiality in all appropriate agency business\nHandle stress with grace/sense of humor\nImpeccable integrity and sense of discretion\nSelf-directed, team player who can work independently\nValid Oregon Driver's license, or valid out of state driver's license with the ability to get an Oregon Drivers license within 30 days of establishing residency in Oregon, and a driving record sufficient to be covered by agency auto insurance policy\n\nTB test (provided at agency)\nFlexible hours required, including some evenings and weekends\nAbility to pass agency criminal background check\n\nPhysical Demands\nWhile performing the duties of this job, the employee is required\nRepetitive use of hands such as grasping, twisting/turning of wrists, and finger dexterity necessary to perform various clerical duties, such as typing and writing.\nFrequent use of arms such as pushing and pulling to open and close drawers and cabinets\nAbility to sit or stand for extended periods of time at an assigned station\nAbility to bend, stand, and reach to be able to transport clients and to occasionally lift and carry up to 25 pounds (harm reduction kits, naloxone kits, testing and education materials)\nContinuous clarity of vision at 20 inches or less for processing of paperwork\nThe physical demands described above here are representative of those that must be met by an employee to successfully perform the essential functions of this job.\nReasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.\n\nWorking conditions, Travel and Environment\nThe duties of this job require individuals be able to work in non-traditional and community-based settings\nThe duties of this job require regular attendance\nAbility to work flexible hours, including early mornings, evenings, and weekends\nAbility to work 5 days per week for a minimum of 40 hours per week\nTravel to other locations as necessary to complete essential job functions\nAbility to transport self to job-related events and locations\n\nHIV Alliance prohibits discrimination based on race, color, religion, national origin, ancestry, citizenship status, physical or mental disability, age, sex, sexual/affectional orientation, gender identity, gender expression, marital or partnership status, veteran status, political affiliation or belief, genetic information, HIV antibody status or any other factor protected by law or association with any of these classes, in its services, employment, or use of volunteers.\nHIV Alliance is a community united to stop the spread of the HIV epidemic. We strive to create an environment where everyone is empowered to reach their full potential. We value the diverse perspectives that each of us brings to this work, understanding the influences of culture, race, color, religion, national origin, ancestry, citizenship status, physical or mental disability, age, sex, sexual/affectional orientation, gender identity, gender expression, marital or partnership status, veteran status, political affiliation or belief, genetic information and HIV status in shaping our life experiences. We pledge to listen and ask questions before making judgments, and to continue to educate ourselves and each other. We recognize that we will only be successful against the HIV epidemic in a culture where oppression is not tolerated.\nJob Type: Full-time\nPay: $21.50 - $24.38 per hour\nExpected hours: No less than 40 per week\nBenefits:\n401(k)\nDental insurance\nEmployee assistance program\nFlexible spending account\nHealth insurance\nHealth savings account\nLife insurance\nPaid time off\nRetirement plan\nVision insurance\nSchedule:\n8 hour shift\nMonday to Friday\nWork Location: In person","datePosted":"2026-04-22T19:19:18.903Z","dateModified":"2026-04-22T19:19:18.903Z","hiringOrganization":{"@type":"Organization","name":"Hiv Alliance","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Eugene","addressRegion":"MO","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"c5c8156bc97efbbf78d446d0"},"url":"https://jobsearcher.com/jobs/c5c8156bc97efbbf78d446d0"}}