Luna Jimenez Seminars is hiring for an Executive Assistant!

Luna Jimenez Seminars & Associates (LJS)
Position: Executive Assistant
Salary: Competitive salary and benefits, commensurate with experience and skills. Salary starting $38,000 to $42,000 per year depending on experience.
Location: North Portland, Oregon

Luna Jiménez Seminars & Associates, Inc. is currently seeking a full-time Executive Assistant. Interested candidates should review the responsibilities and requirements carefully and respond using the application process found at the end of this posting. Only complete applications will be considered.

Firm Description:
Luna Jiménez Seminars & Associates, Inc is a local consulting firm dedicated to providing training, facilitation, coaching and public speaking to assist individuals and organizations to address and eliminate the effects of institutional oppression. Founded in 1994, LJS has established an excellent national and international reputation for developing innovative seminars on cross cultural communication, leadership development, and alliance building, as well as facilitated events supporting organizational growth and development. Clients include state, regional and local government agencies, non-profits, leadership training programs, elected officials, universities and colleges, and corporations throughout the US.

Position Description:
The Executive Assistant is responsible for ensuring optimal effectiveness and success of the organization. Duties comprised of: administrative support for the Owner/President, including calendaring, travel logistics, personal projects and event assistance; office administration; support Chief Operating Officer (COO) with office operations, technology and IT; and support services for seminars, meetings, workshops, and speaking engagements, including travel logistics, coordination with Associates and client care. The Executive Assistant will be supervised by the COO.

Applicant needs to have excellent oral and written communication skills, demonstrated project management skills, attention to detail and high-level functionality and discretion in a home office environment with a passion for social justice. This is a fast-paced, small business environment, so the ability to prioritize and manage multiple projects and deadlines with grace, high-quality results, and a positive attitude is a must. We seek applicants who are energetic, reliable, self-starters, have experience with and understand the unique benefits and challenges of working in a small business, and have the ability to work both independently and as a member of a team.

This is a growth-filled opportunity for a person who is open to professional development and rewarding work. We have an office that reflects our core organizational values: courage, caring, connection, grace and transformation. We have created an environment that treats employees as full humans with their dreams supported, while committing to complete the projects at hand with consistent excellence. We look forward to adding to our LJS team!

Position Responsibilities:
Office Management
• Answer phones and email, and perform general administrative duties such as electronic and hard copy filing, scanning, faxing, organizing, maintaining supply inventory, etc.
• Contact management and schedule coordination for President & COO.
• Support COO with research on new technology and equipment, and maintain working order of all technology, including president’s smart phone, office phones, printer, fax, computers, voice recorder digital cameras, router, Airave, apps, back-up drives and other technology. Occasional interface with IT subcontractor.
• Prepare receipt sheets and reimbursements for President; collect and sort mail.
• Maintain a neat, elegant and functional office environment, including watering plants, sweeping office, taking out garbage, recycling and compost, collecting laundry, emptying dishwasher, etc.

Seminar and Workshop Coordination
• Support monitoring and follow-up on all client and Associate communications in a pro-active and professional manner via email, social media, written correspondence, and phone.
• Coordinate seminar, workshop and event logistics from scheduling event and planning, logistics and debrief meetings; securing travel arrangements for LJS team and Associates; to coordinating room, venue set up and materials with client logistics point person; and thank you notes.
• Prepare client folders, agendas and guides for President and Associates.
• Prepare and customize workshop/ seminar materials and set up distribution lists and client web pages.
• Coordination, planning, marketing and registration management of all public workshops, community events and internal staff events.
• Assist at local workshops with set-up and clean-up of space; photography with digital camera; distribute, collect and track waivers and evaluations; greet and support participants; and track supplies, as appropriate.
• Pack and unpack materials for events.
• Compose and promptly send post-workshop outreach emails to participants; identify and collect additional resources to send to past participants on an ongoing basis..
• Log participant quotes from session evaluations for posting or use in marketing materials.
• Support marketing, promotion, recruiting and registration of participants for public workshops and events.

Executive and Personal Support for President
•Manage and update the President's calendar and schedule meetings.
• Prepare President for internal and external meetings (arrange travel, organize conference calls, prepare meeting agendas and documents, pack workshop and client materials.)
• Prepare and manage print, phone, and email correspondence.
• Maintain and update all certifications, association memberships and licensure.
• Coordinate and manage special projects for President, as needed.
• Maintain and update President’s bios, résumé, CV and promotional materials.
• Coordinate and research personal travel arrangements and itineraries.
• Assist with house care and projects when President is on travel.

Community Building, Social Media/e-Newsletter, Website
•Contribute to research on websites, books, events and other resources aligned with LJS’ values and branding and share with LJS team and contract Copywriter/ Content Strategist and support deployment of content on social media channels.
• Post LJS event announcements, photos and participant quotes from workshops to social media pages.
• Post blog and video blog entries on website and publish/ distribute monthly newsletter.
• Post articles, newsletter and blog content to Facebook, Twitter and Google+ pages in a timely fashion.
• Maintain and regularly update website content, calendar, Amazon Associates page, and resource page.
• Create and maintain registration page for public workshops, and monitor registrations.
• Regularly track, update and maintain newsletter database.
• Attend and represent LJS at targeted networking events and conferences, as appropriate.

Required Qualifications & Qualities:
• Minimum 3-5 years providing professional administrative assistance for a business, preferably for a C-level Executive.
• Education and experience in fields such as management, planning, communication, marketing or public administration desirable. Bachelor's degree preferred.
• Exceptional computer and typing skills, including database, word processing and contact management, using MS Office Suite 2013 with Windows 7 & 8, Outlook, Constant Contact and Mail Chimp and Word Press. Project management software experience a plus.
• Demonstrated project management, meeting planning and event coordination skills.
• Experience with business networking, outreach and marketing via social media (including but not limited to blog, Facebook, Twitter and Linked In) and other sources.
• Commitment to deliver consistently excellent results and outstanding attention to detail.
• Initiative and eagerness to excel in all responsibilities, with the ability to take instructions while innovating for improvements and flexibility to address unexpected issues as they arise.
• Warm personality with exceptional interpersonal and relationship building skills, a sense of humor, integrity, and a passion for social justice.
• Polished, professional and clear-written and oral communication skills.
• Ability to work discreetly and respectfully within a home office environment and maintain strict confidentiality.
• Proven time management and prioritization skills, and ability to successfully and proficiently manage multiple simple and complex tasks under time constraints.
• Ability to think quickly and proactively analyze situations and solve problems.
• Flexibility to address unexpected issues as they arise.
• Ability to work gracefully under pressure in fast-paced environment.
• Ability to calmly work with and troubleshoot problems with computers and other technology.
• Confidence to take responsibility and be accountable for mistakes and exercise sound judgment.
• Commitment to beauty, order and respect for property/supplies, and love of plants and caring for things.

Additional Desirable Qualifications:
• Ability to lift 40 lbs. safely.
• Bilingual (oral and written skills) in Spanish.
• Comfort with emotions and commitment to own emotional and self-work.
• Loyalty and ability to make long-term commitment to this position.

Position Details:
Schedule and Compensation:
• Competitive wage and benefits, commensurate with experience and skills. Starting salary range, depending on experience, $38,000 - $42,000/year.
• Hourly 40-hour, full-time benefited position.
• Typical work schedule Monday-Friday, 8:30am-5:00pm. Some evening and weekend availability and scheduling flexibility will be required when assisting President with local events and attending promotional, networking events and conferences. Advance notice will be given when evening and weekend work is needed. Some travel may be involved.


Application Guidelines/Contact:
Application Process:
Email the following information to coo@lunajimenezseminars.com with the title “Executive Assistant” in the subject line:
• Cover letter clearly outlining the specific skills and expertise you would bring to the job and how you are a good fit for the responsibilities of this position and LJS.
• Resume detailing relevant experience, work history, education and accomplishments.
• Contact information for three (3) professional references.
• Position is open until filled. Interviews will be conducted on a rolling basis.

Incomplete and generic applications will not be reviewed.

Luna Jiménez Seminars & Associates, Inc. is an Equal Opportunity Employer.
Salary:
$38,000 - $42,000/ year