Administrative Assistant, Program Marketing

Job Description

Energy Trust of Oregon is an independent nonprofit organization dedicated to energy efficiency and renewable energy development. We serve Oregon customers of Portland General Electric, Pacific Power, NW Natural, Cascade Natural Gas and Avista, and SW Washington customers of NW Natural. Year over year Energy Trust is recognized as one of the 100 Best Nonprofits to Work For in Oregon.

Our Vision

Clean, affordable energy for everyone.

Our Commitment to Diversity

We recognize the lack of diversity in our industry, and we actively seek to address it with our hiring and retention practices as well as our values. We believe every person and their lived experience is integral to building a vibrant culture and delivering effective services to all customers we serve. We are committed to the principles of diversity, equity and inclusion, and we encourage candidates with diverse backgrounds and experience to apply.

Our Location

Energy Trust provides for a range of work location options, including remote, hybrid and in-office work. This position will represent Energy Trust in public settings and potentially at community events. We are open to candidates who live throughout Oregon and Washington. Administrative Assistant – Program Marketing would be expected to report to the office on a quarterly basis, at minimum.

What We’re Looking For

This position performs administrative duties to support Energy Trust’s Program Marketing Team, which is responsible for integrated marketing and communications for the organization’s full portfolio of energy efficiency and renewable energy programs. It supports projects and group activities and contributes to efficient operations. This position receives work requests directly from the team lead, managers and staff. Through administrative tasks, workflows, communication and coordination, the incumbent supports the efficient and smooth day-to-day operations of key functions for a busy team in a mission driven organization, while acquiring practical skills, expanding knowledge of nonprofit marketing, brand, advertising and public relations.

This position is expected to report to the Portland office quarterly at a minimum for all staff and other in-person meetings.

What You’ll Do

• Schedule and organize virtual, in-person and hybrid appointments and meetings using Microsoft Outlook, Teams, and Zoom.
• Traffic creative submissions for internal review and approval, ensuring reviewers stay on deadline.
• Process payments including but not limited to, project-specific purchase orders, program sponsorships, events and memberships, and renew memberships.
• Maintain program marketing sponsorship, event, partnership and membership tracking tools in collaboration with the Administrative Assistant for Energy Trust’s Communications and Customer Service team.
• Set up and maintain digital files and record keeping systems.
• Answer and direct email and phone inquiries from internal and external sources.
• Update and maintain team policies and procedures and coordinate with other administrative staff in the organization to ensure alignment of business processes and policies.
• Take detailed notes at team meetings and support tracking and completion of meeting follow-ups.
• Handle administrative tasks, such as filing, generating reports and presentations, and meeting set up.
• Perform other job-related duties as assigned.

Supervisory Responsibility

This position has no supervisory responsibilities.

Requirements

• One to two years of administrative or marketing experience in a professional office environment, or any combination of education and/or professional experience that provides the necessary knowledge, skills, and abilities to perform the duties and responsibilities of the position.
• Coursework in marketing and/or project management preferred, but not required.
• Intermediate skills with Microsoft Office suite (Outlook, Word, Excel, and PowerPoint), and Teams.
• Experience with membership or customer relationship tracking databases, intranet platforms such as SharePoint, and Asana preferred.
• Able to apply organizational skills, time management, problem solving and analytical skills to organize work and ensure work is completed on time and with accuracy.
• Possess strong communication skills (written, email and verbal); ability to communicate with colleagues and the public.
• Able to follow internal processes and procedures, maintain systems and document administrative procedures.
• Able to work independently and as part of a team while being collaborative in resolving problems.
• Spanish language proficiency preferred but not required.

The above information is designed to outline the major functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.

Benefits

• Health/dental/vision insurance
• Employer sponsored and paid life/disability
• 401(k) with a company contribution of 6% of your salary after 90 days of employment
• TriMet pass
• Access to health and dependent FSA/HSA accounts
• Generous paid vacation, holidays and sick days
• Paid volunteer hours
• Employee assistance program
• Career advancement opportunities
• Great colleagues and culture
• Flexibility to work from home and/or an office space at the Portland, OR location
• Work from home laptop provided
• Read more about our benefits here

Don’t meet every single requirement? Studies have shown that candidates from certain demographics are less likely to apply to jobs unless they meet every single qualification—for example, women and People of Color. At Energy Trust we are dedicated to building a diverse, inclusive and authentic workplace—if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply. You may be the right candidate for this or other roles.

Energy Trust of Oregon is committed to providing equal employment opportunity for all persons regardless of race, color, religion (including religious dress and grooming practices), sex, sexual orientation, gender, gender identity, gender expression, age, marital status, national origin, ancestry, citizenship status, pregnancy, medical condition, genetic information, mental and physical disability, political affiliation, union membership, status as a parent, military or veteran status or other non-merit based factors. We will provide reasonable accommodations throughout the application, interviewing and employment process. If you require a reasonable accommodation, contact us. Energy Trust of Oregon is an E-Verify employer. This policy is applicable to all phases of the employment relationship, including hiring, transfers, promotions, training, terminations, working conditions, compensation, benefits, and other terms and conditions of employment.

Energy Trust is committed to pay equity. Energy Trust is committed to fair employment practices and non-discrimination, including pay equity for all employees. We do not discriminate on the basis of protected class (race, sex, veteran status, disability, age, color, religion, national origin, marital status, sexual orientation) in the payment of wages or screen applicants on the basis of their current or past compensation. We determine salary by completing a review of your application materials to evaluate your related education, experience and training.

Actual compensation packages are based on several factors that are unique to each candidate, including but not limited to skill set, depth of experience, and certifications in the pay equity assessment to determine equitable salary placement. Candidates should expect compensation offers within the starting compensation range. The full pay range is included to show the earnings potential for this position with sustained high performance.