Assistant to the Executive Director

Patricia Reser Center for the Arts

12625 SW Crescent Street
Beaverton, OR 97005


Dec 01, 2021


Nov 10, 2021

Reports to: Executive Director
FSLA Status: Non-exempt, Full-time with benefits
Date of Posting: November 10, 2021

Please note: Full vaccination against COVID-19 is a prerequisite for employment. The Reser will consider exemptions for medical or religious reasons.

Patricia Reser Center for the Arts is an equal opportunity, at-will employer, dedicated to the goal of creating a diverse and inclusive working environment. We strongly encourage applications from women, persons of color, and LGBTQ individuals. All qualified applications will receive consideration for employment without regard to age, race, color, religion, gender, gender expression, national origin, disability status, protected veteran status, marital status, sexual orientation or any other characteristic protected by law.

An annual salary of $45,000 commensurate with experience. Benefits include medical and dental insurance, Flexible Spending Account, paid vacation, and matching 403(b) retirement plan contributions.


The principal role of the Executive Assistant is to support, facilitate, and amplify the work of the Executive Director (ED). The ED’s responsibilities bridge the internal and external needs of PRCA. They are extensive and will include staff leadership, Board relations, program design, community relations, coordination with City staff and City Council, developing the performing arts season, booking artists, budgeting, financial oversight, fundraising, and functioning as the principal spokesperson and public “face” of the arts center. The Executive Assistant will support the ED in each of these roles, and so must be organized, detail-oriented, responsive, nimble, curious, articulate, and routinely exercise both good judgement and good humor. This is a unique opportunity to play an instrumental part in the creation of an important community and cultural resource.

Other specific responsibilities will include:

Executive Support Functions:
• Coordinate written communication from the ED, including reports, promotional materials, newsletters, Board communications and presentations (including research, attachments, proofreading, layout, editing, and the creation of PowerPoint presentations) and final document preparation
• Draft written responses on behalf of ED to inquiries from the community
• Maintain the ED’s calendar, schedule appointments with a variety of stakeholders,, coordinate registration for the ED’s attendance at events/conferences, etc.
• Conduct special research and projects as assigned, requiring independent analysis and judgment, compile data, charts and graphs
• Coordinate ED schedule of donor and prospect meetings and public functions/speeches with the Donor Engagement Department to maximize fundraising effectiveness

Board Support Functions
• Coordinate the planning of meetings and special projects in support of the Board of Trustees
• Take minutes of Board and/or Board committee meetings
• Confirm Trustee attendance at meetings and report the presence or absence of a quorum to the chair
• Prepare correspondence, meeting materials, and minutes for meetings of the Board and its committees and provide same to senior staff and Trustees on a timely basis
• Prepare draft and final agendas for Board and Committee meetings, as directed by the ED and Senior Staff
• Maintain current Board & Committee rosters
• Maintain the comprehensive and official record of Board minutes, resolutions and other documents

Office Management Functions
• Coordinate staff meetings, prepare agendas, take notes as needed
• Ensure an adequate central inventory of office supplies
• Manage the purchasing of supplies, as needed
• Coordinate with outside vendors for the repair of office equipment

The Executive Assistant will have numerous relationships and interactions, including with members of the Board of Trustees, City officials and staff, community members, and other PRCA staff. Once PRCA opens, this list may expand to include artists, agents, patrons, and donors, among others.

• A strong aptitude for organization and precision
• Outstanding planning and time management skills
• The ability to listen carefully and take accurate notes
• The ability to multitask and set priorities in a fast-paced work environment

• Excellent communication skills; the ability to speak and write clearly and persuasively
• Mature interpersonal skills; a talent for diplomacy; a builder of respectful and collaborative professional relationships
• Demonstrable skill in the use of Microsoft Office and other office management software tools
• Experience with scheduling meetings, recording minutes, filing, preparing memos, managing email distribution, and coordinating projects and activities with colleagues
• The ability to exercise discretion and maintain confidential information
• A cheerful and welcoming demeanor, in person, on the phone, or in video conferencing

• Previous experience as an executive or administrative assistant
• The ability to manage and interpret data
• Previous experience working in an arts organization
• Previous experience in a nonprofit organization
• A personal commitment to the value of the arts

Most of the responsibilities of this position are performed in a traditional office setting and do not typically involve equipment that poses a threat of injury. The successful completion of duties relies on the following physical abilities: Sufficient (corrected or uncorrected) vision to read text of various sizes and perceive colors and shapes accurately. Sufficient clarity of speech and hearing to communicate effectively in person and on a telephone, to hear sounds within the normal range of conversation and in the context of crowd noise. Sufficient manual dexterity to operate office equipment. Sufficient personal mobility, strength, and reflexes to perform light work and to reach, stoop, bend, kneel, climb, and lift as much as 25 pounds. Must also be able to stand for extended periods of time without assistance. The physical abilities required for this position may be flexible and we encourage those who may require accommodation to apply.






Experience Level

Entry Level

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