Executive Assistant

WHO WE ARE

Since 1993, The Pathfinder Network (TPN) has been providing justice-system impacted individuals and their families the tools and support they need to be safe and thrive in our communities. We serve individuals experiencing incarceration, those reentering the community, those on forms of community supervision, their families, and their children, within 9 of Oregon’s 11 corrections facilities and in the community in Multnomah, Jackson, Marion, and Clackamas Counties. We develop and deliver a comprehensive scope of evidence-based, trauma-, gender- and culturally-responsive cognitive behavioral-based programs, including our proprietary, evidence-based curriculum Parenting Inside Out, which is the highest-rated parenting skills curriculum for parents involved with the criminal justice system. Our community programs feature holistic wraparound individual and group support and services. We serve an average of 3,000 people a year agency-wide.

We show up for our employees by providing support and resources in six key areas that make up our total package, and we always strive to expand on what we offer: compensation, development, wellness, benefits, recognition and service. This includes:

Generous paid time off (12 accrued vacation days + 12 accrued sick days during your first year of employment, mental wellness hours)

17 paid days of significance each year

Extended holiday days of significance with a week off at the end of the year and 3 4-day weekends

Paid 30-minute lunch breaks

Employer-paid employee-only medical, vision and dental coverage starting first day of employment

Flexible Spending Account, Dependent Care Assistance Program, and employer-funded Lifestyle Spending Account

401k retirement plan with 3% employer match, fully vested immediately

Employer-paid short-term disability and accidental death and dismemberment

Employment with TPN may mean you are eligible for Public Service Student Loan forgiveness

Employee recognition program, staff appreciation awards and swag store

Bilingual pay differential for eligible positions

Shared Leadership model and opportunities to contribute to agency success and growth

Development opportunities and trainings

We are intentional about building a healthy and thriving organizational culture and envision a community of staff, partners, volunteers, and donors who are deeply committed to equitable, just and anti-racist practices in every facet of our organization. We engage in continual learning and seek ways to operationalize equitable and inclusive practices. We believe every member on our team enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions.

At TPN, we envision communities that welcome all people, provide second chances, and create pathways to change. We believe all people have the capacity to change. We honor the dignity and worth of every individual, engage our clients and employees with compassion, and bring excellence to all we do. To learn more, go to https://www.thepathfindernetwork.org/about/.

HIRING PRACTICES

We admit that there is no such thing as the perfect candidate. Don’t be discouraged if you don’t meet each and every position requirement – instead, use your application to let us know what excites you about the role and what transferable skills or other qualities you would like to bring to TPN!

If reasonable accommodation or an alternative form of this application are needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact our Director of People and Culture at ewatson@thepathfindernetwork.org or 503.892.5396.

TPN hires a workforce representative of the communities we serve, understanding that a diverse workforce strengthens our organization. We value diversity and support a positive and welcoming environment where all employees can thrive.

In practice, this means we do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, sexual orientation, gender identity, status as a parent, marital status or political affiliation. We also take seriously the idea that our work benefits from a genuine commitment to diversity, by considering applications from individuals representing all kinds of backgrounds.

TPN is offering a $250 referral bonus for community members who refer a new employee to one of our open positions!

WHAT YOU WILL BE COUNTED ON TO DO

Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. 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.

As Executive Assistant, you are a key contributor to the agency's impact, sustainability, and growth, and you will oversee all aspects of administrative support and project management for the Executive Director, Board of Directors, Advisory Board, and Leadership Team. Your role involves providing culturally responsive, employee-centered, and trauma-informed support for complex and routine agency-wide initiatives. You will anticipate needs, manage workloads, remove barriers, and enhance collaboration, ensuring the delivery of high-quality, timely outcomes.

Leveraging your exceptional organizational and relational skills, you will support the Executive Director and Executive Manager by coordinating and tracking projects and communications to advance the agency’s strategic vision. You will empower programs that are fully supported to deliver transformative services to adults, children, and families who are justice system-impacted.

As an innovative problem solver, you excel at creating efficiencies, fostering collaboration, and integrating systems. With a sharp eye for detail and a deep sense of ownership, you serve as a force multiplier—working across the agency to drive results and amplify impact.

Responsibilities

Project Coordination and Implementation (45% of your time):

Lead coordination and implementation of agency projects and initiatives. Complete project deliverables in a timely manner.

Manage projects with specific focus on deliverables, tasks and due dates.

Collaborate with agency staff and teams to accomplish tasks with impact and provide updates.

Provide excellent customer service, both internal and external, and assist with outreach activities.

Facilitate, schedule and plan agency meetings.

Remove barriers, motivate, encourage and support team members in completing deliverables.

Create and sustain inclusive and equitable processes to deliver on agency projects and efforts.

Assist in the implementation and achievement of the agency's strategic vision.

Complete proactive research for projects and creation of proposals and recommendations.

Communicate and coordinate with agency teams about projects, deliverables, timelines and goals.

Other duties as assigned.

Board Administration (20% of your time):

Act as Board liaison and attend Board Meetings.

Plan, coordinate, and arrange Board of Director/Committee meetings including drafting agendas, reserving facilities, arranging catering, taking notes, etc.

Create, update, distribute and file Board communications and documentation, including all information related to Board administration and governance in partnership with Executive Manager.

Assist with board recruitment, and board engagement efforts.

Lead and support efforts to advance board operations and impact.

Support special projects.

Executive Administration (30% of your time):

Confidentially handle a wide range of executive support tasks independently with little supervision.

Take minutes at meetings.

Setup and coordinate meetings and conferences.

Represent the agency and act as a representative of the Executive Director and organization at meetings and events.

Serve as assistant to the Executive Director.

Participation in Shared Leadership (=5% of your time):

Be a champion in the shaping and sustaining of a diverse, equitable, inclusive and just workplace, with a focus towards creating racial equity.

Participate on cross-departmental teams or committees regarding organizational policies, processes and work environment.

Participate in Temporary Teams, Equity Team, Employee Resource Groups, and other teams.

Contribute individualized skills, knowledge, experience and expertise to help the agency reach its mission.

WHO YOU WILL BE COUNTED ON TO BE

Required Cultural Values: Staff are expected to embody certain cultural values to support TPN’s mission: communicate effectively, value one another, show respect, demonstrate accountability, display a high level of self-awareness, participate in shared leadership and continuous growth and learning, live values of diversity, equity, inclusion, justice and belonging and engage in personal work to further DEIJB values and impact.

Commitment to Racial Justice. Staff are expected to interact effectively across racially diverse teams, partners, and experiences, apply a racial equity lens in their work and commit to the ongoing work required to move TPN toward a more diverse, equitable, and inclusive and just organization.

Experience and skills we are interested in:

Equivalent to an Associate’s Degree in a related field

Two or more years of related experience working in progressive administrative roles

Demonstrated high level of initiative and the ability to work independently and on a team

Effective project-management practices

Excellent written and verbal communication skills, and ability to present and work with diverse audiences, specifically racial, ethnic, gender expression, socioeconomic, education, spiritual and other cultural backgrounds.

Experience in non-profit organizations

Lived experience with criminal justice involvement and/or addiction and recovery

Intermediate level computer capabilities in use of databases, web-based environments, word processing, email, and spreadsheets

Must pass a criminal history background check (a criminal record is not automatically disqualifying), employment verification, and drug screen (which does not include testing for marijuana).

Must possess a valid driver’s license and have access to a motor vehicle during work hours that is covered by adequate car insurance.

Must pass a Motor Vehicle Report (MVR) check that meets the organization’s underwriting criteria.

Referral bonuses are payable after 60 days of employment to new employees in good standing. New candidates should specify in the job application who they were referred by, and the community member will also complete this form.

OTHER INFORMATION

Working Conditions/Travel Requirements

The Pathfinder Network follows public health guidance for any public health emergencies and will remain in compliance with any vaccination or isolation requirements from partner agencies.

This job operates within a community service delivery setting. This is largely a sedentary role and this role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to use hands to finger, handle or feel; and reach with hands and arms.

This is a full-time, non-exempt position. Typical days of work are Monday through Friday; however, evening and weekend work is required as needed.

Travel may be required between TPN work locations across the State of Oregon, which may require an overnight stay.

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Compensation and Benefits: This is a non-exempt, full-time position. The hiring rate for this position is $25.19 - $25.95 per hour, DOE. Salary offers are determined in conjunction with an internal pay equity assessment.

For more information on our total compensation and benefits, visit The Pathfinder Network Work With Us

To apply, please use this link: https://recruiting.paylocity.com/recruiting/jobs/Details/2856011/The-Pathfinder-Network/Executive-Assistant