Position: Administrative Assistant - Program Marketing

Position: Administrative Assistant – Program Marketing

Reports to: Marketing Lead – Energy Programs

Compensation*: Competitive starting hourly rate between $27.69 - $33.51 commensurate with skills and experience, Full Pay Range: $27.69 - $39.28 hourly.

Anticipated Start Date: As soon as possible

Classification: Full Time, Non-Exempt

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. Administrative Assistant – Program Marketing would be expected to report to the office on a quarterly basis, at minimum.

What We’re Looking For:

This position performs administrative duties to support Energy Trust’s Program Marketing Team, which is responsible for integrated marketing and communications for the organization’s full portfolio of energy efficiency and renewable energy programs. It supports projects and group activities and contributes to efficient operations. This position receives work requests directly from the team lead, managers and staff. Through administrative tasks, workflows, communication and coordination, the incumbent supports the efficient and smooth day-to-day operations of key functions for a busy team in a mission driven organization, while acquiring practical skills, expanding knowledge of nonprofit marketing, brand, advertising and public relations. 

This position is expected to report to the Portland office quarterly at a minimum for all staff and other in-person meetings.

What You’ll Do:

·       Schedule and organize virtual, in-person and hybrid appointments and meetings using Microsoft Outlook, Teams, and Zoom.

·       Traffic creative submissions for internal review and approval, ensuring reviewers stay on deadline.   

·       Process payments including but not limited to, project-specific purchase orders, program sponsorships, events and memberships, and renew memberships.  

·       Maintain program marketing sponsorship, event, partnership and membership tracking tools in collaboration with the Administrative Assistant for Energy Trust’s Communications and Customer Service team.  

·       Set up and maintain digital files and record keeping systems. 

·       Answer and direct email and phone inquiries from internal and external sources.

·       Update and maintain team policies and procedures and coordinate with other administrative staff in the organization to ensure alignment of business processes and policies.

·       Take detailed notes at team meetings and support tracking and completion of meeting follow-ups.

·       Handle administrative tasks, such as filing, generating reports and presentations, and meeting set up.

·       Perform other job-related duties as assigned.

SUPERVISORY RESPONSIBILITY

·       This position has no supervisory responsibilities.

Requirements

·       One to two years of administrative or marketing experience in a professional office environment, or any combination of education and/or professional experience that provides the necessary knowledge, skills, and abilities to perform the duties and responsibilities of the position.

·       Coursework in marketing and/or project management preferred, but not required. 

·       Intermediate skills with Microsoft Office suite (Outlook, Word, Excel, and PowerPoint), and Teams.

·       Experience with membership or customer relationship tracking databases, i