Sr. Administrative Assistant - Contractor en Energy Trust of Oregon

Description

Position: Sr. Administrative Assistant (Contractor)

Reports to: Project Management Office Manager

Compensation*: Competitive starting pay: $30.03 – $36.68/hour commensurate with skills and experience

Employment Classification: Non-Exempt, Full-Time, Contract to Hire

Anticipated Start Date: Q1 2026, position is open until filled

Office Location: Portland Metro Area, Oregon, USA

BACKGROUND

About Energy Trust of Oregon

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. The Sr. Administrative Assistant (Contractor) would be expected to report to the office on a quarterly basis, at minimum.

What We’re Looking For:

 The Senior Administrative Assistant provides high-level administrative and operational coordination in support of the Operational Management Team (OMT) and its sub teams and advisory groups. This position plays a central role in ensuring the smooth flow of information, communication, and decision-making across teams.

This individual manages complex administrative workflows, facilitates cross-functional coordination, and maintains systems that track organizational capacity, project resources, and OMT commitments. The role requires advanced proficiency in Asana, Outlook, and Teams (or similar systems) to support the management of meetings, tasks, and documentation across multiple workstreams.

The ideal candidate is proactive, organized, and skilled at driving follow-up and accountability across diverse stakeholders. They thrive in a dynamic environment, anticipate needs, and ensure that projects, meetings, and initiatives move forward efficiently and accurately.

This individual reports to the Project Management Office Manager

This position is expected to report to the Portland office quarterly at a minimum for all staff and other in-person meetings. This position would not be required to travel.

 What You’ll Do:

• Coordinate OMT operations: Manage scheduling, logistics, and documentation, including meeting notes, for recurring and ad hoc OMT meetings, sub-teams, and advisory team meetings. Help triage, schedule and prep guests who will be attending meetings. Ensure follow-up actions and decisions are clearly tracked and communicated.
• Drive follow-through: Track and monitor progress on OMT priorities, projects, and assignments using Asana and other tools; proactively remind and support team members to complete deliverables on time.
• Coordinate with OMT and OMT facilitator to create and follow repeatable processes.
• Manage complex systems and tools: Maintain and improve Asana boards, SharePoint sites, Outlook calendars, and Teams channels to ensure data accuracy, clarity of ownership, and visibility across teams.
• Support organizational capacity and resource tracking: Coordinate updates to capacity and resource management dashboards; collect and synthesize data from OMT members and project managers.
• Prepare and distribute materials: Draft and edit agendas, presentations, reports, meeting summaries, and other documents that communicate decisions and progress.
• Facilitate efficient communication: Serve as a central point of contact between OMT members, staff, and stakeholders; anticipate needs and manage information flow to keep work moving.
• Manage purchasing and budget tracking: Process purchase requests and monitor expenditures.
• Support process documentation and improvement: Create, organize, and maintain digital files, policies, and standard operating procedures in SharePoint or similar systems.
• Coordinate in-person and hybrid meetings: Plan logistics, technology setup, and materials for OMT and departmental gatherings, ensuring professional execution.
• Collaborate with other administrative staff: Partner across departments to align procedures, share tools, and improve organizational efficiency.
• Perform other job-related duties as assigned and ensure all work is completed in a safe and professional manner.

SUPERVISORY RESPONSIBILITY

This position has no supervisory responsibilities

Requirements

APPLICATION INSTRUCTIONS:

Please submit your resume and a brief cover letter that shares your interest in this role to apply. All applications must be submitted via Energy Trust’s website www.energytrust.org/About/careers.

• High school diploma or G.E.D. and five years of administrative or similar experience in problem solving and supporting teams; or any combination of education and experience that provides the necessary knowledge, skills, and abilities to perform the duties and responsibilities of the position. 
• Experience working in a dynamic, multi-departmental organization with complex workflows and multiple stakeholders.
• Advanced proficiency with Microsoft Outlook, Teams, Word, Excel, and PowerPoint, with the ability to manage multiple calendars, create and edit documents, and prepare polished presentations.
• Advanced experience using Asana (or similar system) for project coordination, task tracking, and reporting; ability to maintain and improve boards and dashboards that track organizational capacity and project resources.
• Familiarity with SharePoint or other intranet platforms for document management and collaboration.
• Experience with virtual meeting technologies including Teams, and hybrid conference setups.
• Strong ability to plan, prioritize, and coordinate multiple workstreams and competing deadlines.
• Ability to collect and synthesize data for reporting and decision-making purposes.
• Excellent written, verbal, and interpersonal communication skills; able to interact professionally with staff, directors, and external stakeholders.
• Demonstrated ability to work independently while maintaining strong collaboration and follow-through across teams.
• Maintain confidentiality and ensure that all sensitive information is handled securely and shared only with authorized individuals. Avoid discussing confidential matters in public or unsecured environments and follow all relevant data protection policies.
• Proactive, resourceful, and adaptable — able to anticipate needs, identify opportunities for efficiency, and help move work forward.
• Commitment to Energy Trust’s diversity, equity, and inclusion values to create a respectful and supportive workplace.

• 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. 

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

All offers of employment are conditional pending the successful completion of a background check (which may include employment verification, education verification, criminal history, motor vehicle record) and reference checks.

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 accommodation throughout the application, interviewing and employment process. If you require 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

www.energytrust.org