Sr. Administrative Assistant - Contractor

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 improveme