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Hiring: Executive Assistant

Position Announcement: Executive AssistantCI logo for news

 

Title:                    Executive Assistant                      

Reports to:          Deputy Director

Location:             Children's Institute, downtown Portland

Salary Range:     $38,000-$48,000, depending on experience

Closing:               Applications should be received no later than March 14, 2017; position to be filled ASAP

Email résumé and cover letter to This email address is being protected from spambots. You need JavaScript enabled to view it. with the subject line “Executive Assistant”. 

Organizational Mission

Children’s Institute envisions an Oregon where every child is prepared for success in school and life. To meet this goal, we advocate for strategic investments in high-quality early childhood education and healthy development (beginning with maternal care), the most effective strategies to improve long-term outcomes for children.

Children experience their most profound cognitive, social, and emotional growth in the first eight years of life. The quality of a child’s early experiences during this crucial period of brain development sets the foundation for all future learning. Research shows low-income children and children of color are least likely to get the high-quality early education and developmental support all children need. That’s why Children’s Institute champions early investments in kids and families to boost education, health and socioeconomic outcomes for all of Oregon’s children.

Children’s Institute prioritizes an integrated, team-based work approach and a flexible, collegial work environment while also embracing a sense of urgency in moving our mission forward.

Position Description

The Executive Assistant will work as a key member of the Children’s Institute team, ensuring the effectiveness of the CEO and Deputy Director by providing them with reliable and intuitive administrative support. The individual will be responsible for managing the schedules of the CEO and Deputy Director and will also provide critical support to the organization in the form of event management, operations, communications/social media support, board coordination, and database management.

The Executive Assistant must understand and support the organization’s mission, vision, values, and principles and can clearly articulate the organization’s function.  

Responsibilities

Executive Support - President & CEO

  • Manage CEO’s calendar and ensure the CEO is prepared and on time for all meetings, functions, and activities. Track CEO’s priorities and to-do items.
  • Coordinate executive travel (book flights, build itineraries, investigate transportation options, etc.)
  • Support CEO in daily tasks, including:
    • Draft, proof, and send correspondence
    • Support CEO relationships via email, phone, and in-person meetings
    • Produce meeting documents
    • Act as liaison between CEO and board members and committees
    • Staff CEO at relevant meetings (take minutes, track follow-up items, etc.)
    • Coordinate visits to Early Works demonstration and other field sites
    • Prepare expense reports, time sheets, and receipts
  • Learn and build relationships with people who are in the CEO’s professional network, understand their roles, and provide them with excellent customer service assistance.

Executive Support - Deputy Director

  • Assist Deputy Director with scheduling and follow-up for staff and team meetings
  • Support Deputy Director’s work with leadership team, board, consultants, including preparation of documents and deliverables
  • Support and track employee work plan and evaluation processes
  • Assist with creating and maintaining job descriptions, position recruitment, and employee onboarding
  • Assist as needed with additional human resource, IT, database training/input, and other organizational management tasks

Development & Communications Support

The Executive Assistant will work alongside the development and communications teams to:

  • Track grant deadlines and donor acknowledgements using contact management software
  • Support the organization’s communications plan and production of collateral materials
  • Support Children’s Institute events
  • Assist as needed with the Institute’s bi-monthly e-newsletter, website, and other social media communications

Qualifications

  • Demonstrated experience working in an executive assistant or office management/coordination role. Preference given to candidates with previous experience maintaining an executive calendar and communications.
  • Excellent interpersonal skills
  • Self-starter, flexible, motivated, and able to take initiative
  • Strong writing, editing, and proofreading skills
  • Ability to navigate many detail-oriented tasks while understanding big picture needs of organization
  • Ability to anticipate problems, pay attention to details, and follow through to ensure that a job is well done
  • Maintain confidentiality
  • Team player with ability to collaborate effectively with others.
  • Strong digital and online skills desired, including Microsoft Office Suite, Salesforce (or similar database management platform), and the Adobe Suite. 

Benefits

  • Paid medical/dental coverage
  • Paid Short-Term Disability coverage
  • 401(k) Retirement Savings Plan with qualified match and contribution
  • 125 Flexible Benefits Plan
  • Generous paid time off, sick leave, and holidays

Children’s Institute is an equal opportunity employer committed to an inclusive and multicultural work environment. People of color, women, people with disabilities, and LGBTQ candidates are encouraged to apply. If you need accommodations to participate in our process, please let us know.

Exclusive event: Reimagining education with Ruby Takanishi

You're invited to an exclusive event featuring Ruby Takanishi from New America. We'll discuss her new book, First Things First! Creating the New American Primary School, and talk with Early Works innovators from Earl Boyles Elementary in Southeast Portland.

Seating is limited. Please contact This email address is being protected from spambots. You need JavaScript enabled to view it. to reserve your spot.

Ruby Takanishi Feb 15

 

 

 

Early Works Receives Federal Recognition

Early Works at Earl Boyles is featured in the U.S. Department of Education’s newly released descriptive study on P-3 implementation, “Case Studies of Schools Implementing Elementary Strategies: Preschool Through Third Grade Alignment and Differentiated Instruction.” The study highlights five early learning programs across the country focused on building fundamental school readiness skills (vocabulary, oral language development, and socio-emotional development) and sustaining those skills into the early grades.

The study identifies common approaches to alignment, concerns about the financial sustainability of intensive P-3 programs over time, and the benefits of professional learning communities (PLC) and parent engagement in enhancing the learning experiences of young children.

Early Works at Earl Boyles findings include the importance of parent engagement and teacher support. “School and district staff at Earl Boyles reported an increase in parental involvement since the implementation of their P–3 efforts. Staff reported that, as families have become more involved, students have been more successful academically."

Read the full report

 

 

Early Childhood Advocates Testify to Protect Home Visiting Programs

For Immediate ReleaseCI logo for news

December 12, 2016

Contact: This email address is being protected from spambots. You need JavaScript enabled to view it., Director of Communications, 503.219.9034

Download this press release


A coalition of parents, early childhood advocates, and elected officials will testify today at the House Education Committee on protecting Oregon’s vital voluntary home visiting program. High-quality home visiting helps foster safe and supportive home environments for Oregon’s most vulnerable children. Currently, less than 20 percent of eligible families have access to voluntary home visiting services.

Research shows that high-quality, evidence-based home visiting programs work. Children whose families participate in voluntary home visiting experience better health outcomes, are less likely to suffer abuse or neglect, and are more prepared for kindergarten. Home visiting services also improve family stability by connecting parents to critical employment, education, housing, and other supports. “We broke the cycle. We’re not raising our kids the way we or our parents were raised. And a big part of that has been having a home visitor come to our house every week,” said parent Willy Johnson of Hillsboro.

The cost of not investing wisely in young children is continued abysmal graduation rates, rising costs for K-12 education and social services, and the squandered potential of thousands of Oregon’s children. Low-income children in rural and urban settings and children of color are least likely to get the early learning and developmental support all children need. That’s why strategic proven investments in early childhood development are crucial.

“We strongly encourage state legislators to protect and increase wise investments in early childhood education and healthy development,” said Marion County District Attorney Walt Beglau. Oregon’s most vulnerable children benefit from high-quality early childhood programs and services. We call on state lawmakers to continue to prioritize these proven, cost-effective, and high impact investments.

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Children’s Institute is one of Oregon’s leading voices for increased public investment in high-quality early childhood education and healthy development, the most effective strategies to improve long-term outcomes for children.

Children First for Oregon works to improve the lives of Oregon’s children by galvanizing public support and informing decision makers about what kids need to thrive. Children First has been Oregon’s voice for kids for 25 years.

Fight Crime: Invest in Kids is a national nonpartisan anti-crime organization made up of over 140 Police Chiefs, Sheriffs, Prosecutors, Attorney Generals, crime survivors and other law enforcement leaders in Oregon and over 5,000 nationally, who promote greater investments in programs proven to direct kids to a better path in life, leading them away from crime towards success.

Governor Brown's Budget Must Protect and Increase Funding for Early Childhood

For Immediate ReleaseCI logo for news

December 1, 2016

Contact: This email address is being protected from spambots. You need JavaScript enabled to view it., Director of Communications, 503.219.9034

Download this press release


Children’s Institute commends Governor Brown for her commitment to early childhood and holding early childhood programs harmless in her budget. However, Oregon has the 3rd worst graduation rate in the nation and this will not change until more children arrive to kindergarten prepared for school success.

Investments in young children and their families are the most cost-effective strategies to improve long-term outcomes for children. Disparities in early experiences can lead to significant differences by kindergarten. Kids who aren’t ready for school fall behind by third grade, and reading proficiency at the end of third grade is an important predictor of high school graduation. Programs like Early Intervention save the state millions of dollars annually by reducing the need for special education spending in kindergarten. In 2014-2015, more than 21 percent of children who used Early Intervention services had caught up with their peers and did not require Early Childhood Special Education.

Even with Governor Brown’s leadership, 30,000 low-income children still lack access to high-quality preschool. When the most vulnerable young children do not receive high-quality early education, they are 25 percent more likely to drop out of high school, 50 percent more likely to need special education intervention, and 60 percent less likely to attend college.

With budget pressures facing our state now and for the foreseeable future, we cannot afford to simply maintain funding levels for the programs and services that are proven to both deliver results for our kids now and save money in the long-term. Currently, 75 percent of Oregon’s vulnerable children are not being served or not receiving adequate early childhood services. The cost of not investing wisely in young children is continued abysmal graduation rates, lost opportunities, squandered potential, and rising costs for social services.

Children’s Institute strongly encourages state legislators to protect and increase wise investments in early childhood education and development. From Astoria to Yoncalla, Burns to Klamath Falls, Oregon’s most vulnerable children benefit from high-quality early childhood programs and services. We call on Oregon’s lawmakers to continue to prioritize these cost-effective, high impact investments.

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Children’s Institute is one of Oregon’s leading voices for increased public investment in high-quality early childhood education and healthy development, the most cost-effective strategies to improve long-term outcomes for children.

Children's Institute | 1411 SW Morrison St. #205 | Portland OR 97205 USA | info@childinst.org | (t) 503-219-9034 (f) 503-419-6083

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