Executive Assistant/Marketing Coordinator

Position Overview

Under the direction of the Executive Director, and in coordination with the Board of Commissioners, the Executive Assistant/Marketing Coordinator provides high-level administrative, clerical, and organizational support, while also managing the District’s marketing, outreach, and public communications efforts.

This position performs confidential work involving the Executive Director and Board of Commissioners and is expected to exercise discretion, sound judgment, and professionalism at all times.

Reporting Relationships

This position reports directly to the Executive Director and provides support to the Board of Commissioners as needed. Marketing-related activities are performed independently within approved plans, policies, and budget parameters, with final approvals resting with the Executive Director or designee.

Core Responsibilities

Executive Assistant Functions (Approximately 75%)

Provide confidential administrative support to the Executive Director and Board of Commissioners.

Prepare draft Board meeting agendas for review and approval by the Executive Director and Board Chair.

Compile and distribute approved agendas and supporting materials in advance of meetings.

Coordinate and issue public meeting notices in compliance with Oregon Public Meetings Law.

Record, prepare, and distribute meeting minutes in accordance with legal requirements.

Maintain official meeting records and documentation in compliance with Oregon Public Records Law and applicable retention schedules under Oregon Administrative Rules (OAR 166).

Support the annual budget process in accordance with Oregon Local Budget Law.

Assist in preparing documentation and coordinating activities related to the annual financial audit.

Manage calendars, scheduling, and coordination for the Executive Director and key staff.

Process and distribute incoming mail as directed.

Assist in research, drafting, and preparation of reports, policies, procedures, contracts, and agreements.

Support procurement processes, including preparation of RFPs and bid documents, as assigned.

Marketing Coordinator Functions (Approximately 25%)

Draft, edit, and proofread communications and materials for clarity, accuracy, and professionalism.

Develop and maintain forms, reports, and marketing materials using standard software tools.

Plan, develop, and implement marketing, outreach, and public relations strategies consistent with District goals.

Design and coordinate production of marketing materials, advertisements, and public information content.

Review marketing and public-facing materials for consistency and accuracy; submit for final approval by the Executive Director or designee prior to release.

Build and maintain relationships with community organizations, chambers of commerce, and local partners to support District visibility and engagement.

Coordinate vendor services related to marketing and outreach, including obtaining quotes and assisting with contract setup.

Prepare and submit an annual marketing plan and associated budget for approval.

Attend relevant training and professional development as directed.

Perform other related duties as assigned.

Qualifications

Education:

High school diploma or GED required; Associate degree in business or a related field preferred.

Experience:

Minimum of five (5) years of progressively responsible administrative or clerical experience.

Technical Skills:

Proficiency in Microsoft Word, Excel, and Publisher (or equivalent software).

Knowledge and Abilities:

Strong knowledge of office practices, record keeping, and administrative procedures

Understanding of basic accounting principles and document management

Excellent written and verbal communication skills, including grammar and spelling

Ability to manage multiple priorities and meet deadlines

Ability to work independently with minimal supervision

Ability to exercise sound judgment and maintain confidentiality

Additional Requirements:

Typing proficiency of approximately 50–60 words per minute

Professional, courteous, and service-oriented demeanor

Work Environment & Expectations

This position requires a high level of confidentiality, attention to detail, and the ability to work in a fast-paced public sector environment. Duties are performed in an office setting using standard office equipment.

Compliance & Classification (Recommended to Add Internally)

Position classification (FLSA): [To be determined – likely non-exempt or exempt based on duties]

This position may be designated as a confidential employee under applicable labor laws

The District is an Equal Opportunity Employer

Pay: $27.47 - $32.93 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person