Job Description

Job Description

JOB DESCRIPTION

TITLE: Part-Time Non-Profit Executive Assistant, non-exempt

REPORTS TO: Director of Operations

FUNCTION: Provides administrative support to the Executive Director and Director of Operations in managing the activities of the executive office. Additional support for the board of directors as necessary. This position may transition into a full-time position. FT employees are eligible for the benefits listed in the compensation section below. This is not a remote position.

DUTIES AND RESPONSIBILITIES:

● Day to day operations

Clerical duties and functions: reception, phones, filing, mail distribution, consumer and vision assistance referrals, manage file retention policy and document destruction, manage office equipment and fixtures, repair or replace as necessary.

● **Publications, Vision Kits & Displays **

Coordinate vision books orders as requested; distribution, shipping, and invoicing. Maintain Vision Books inventory, coordinate printing to replace as necessary. Coordinate loaning of low vision kits and vision display boards - inventory and maintenance of kits replace/replenish upon return.

● **Membership Database & Invoicing **

Manage membership database on association management software “Member Clicks” and update member records as necessary. Post dues when received on the member’s record. Work with AOA to coordinate membership status changes. ****

Political Action Committee - Post OOPAC contributions on member records in a timely manner. Work in coordination with the OOPAC chair to file transactions with the State of Oregon.

● Website & Communications

Manage website posts, page, and media content. Work in coordination with the Executive Director & Director of Operations to manage website content. Create and distribute member broadcast communications as requested. Keep website updated with images and content – maintaining visual appeal and ensuring current information. Post and share social media content as necessary.

● Membership directory

Prepare annual membership directory from Member Clicks database, solicit advertising from industry partners, update archive listings for past presidents and awards. Design member directory, create PDF, post on website and e-distribute to the membership.

● **Education & Events **

Work in coordination with the Director of Operations on the management and facilitation of meetings and educational events.

o Annual Third Party / Practice Management Seminar [hybrid event]

o Annual State Meeting – Oregon’s Meeting [hybrid event]

o Advocacy Day at the Oregon State Capitol

o Oregon events during GWCO Congress

o Other events; Society meetings, optometry socials, student functions, and leadership programs

Event duties include:

● Working with the education director or committee chair on the event platform and schedule.

● Creating event materials: website marketing, attendee registration forms, industry participation materials, attendee name badges, attendee packets, industry packets, on-line course materials for attendees, and run of show.

● Overseeing facility negotiations and contracts for meeting space, guest rooms, menu selections, and finalizing BEOs.

● Coordinating speaker arrangements and agreements. File for CE credits with Oregon Board of Optometry, COPE/ARBO and AOA as necessary.

● Coordinating on-site CE scanning and post-event certificates.

● Organizing outside services: AV, entertainment, photography and annual awards.

● Organizing board and committee meetings during the event.

● Providing on-site event management.

● Posting event housekeeping: thank you letters to speakers and industry partners.

● Posting event financial reports for board and committee members.

Qualifications:

● Associate's degree in business practices or a combination of education and experience that demonstrates the ability to perform the job duties are required.

● Knowledge of MS Office, Google Suite, Adobe, and Zoom applications. Knowledge of MemberClicks a plus.

● Ability to express ideas clearly in written and oral communication formats.

● Can work independently, collaboratively, and is member-service focused.

● Excellent problem solving and people skills.

● The ability to multitask and prioritize work as needed.

● A passion for supporting non-profit missions.

Relationships:

The Executive Assistant is responsible to the Director of Operations for all the duties and responsibilities listed above and for other duties that the director may assign during the duration of the employment. Because of the involvement in matters related to their responsibilities the Executive Assistant would also be required to communicate frequently with the Executive Director, Board of Directors and committee chairs.

Compensation:

Salary is commensurate with a candidate's experience and knowledge, with eligibility for an increase after 120 days.

Employee benefits for FT employees include: medical, vision, and dental insurance; a SEP retirement plan with eligibility after 180 days; paid time off for all regular FT employees to include sick, vacation and 7 paid holidays.

Auxiliary Information:

Our Mission: To promote, protect and advance the professional practice of optometry.

OOPA provides a pleasant working environment with off street parking.

A background check will be required prior to hiring.

OOPA is an Equal Opportunity Employer

Company Description

The Oregon Optometric Physicians Association (OOPA) is a statewide organization comprised of doctors of optometry, college of optometry faculty, optometric students and industry related associates. The OOPA is an affiliate of the American Optometric Association (AOA). It is governed by a president, president-elect, secretary/treasurer, past-president, two directors and an executive director. Member committees within the OOPA plan activities and carry out the mission of the Association.

The Mission
To promote, protect and advance the professional practice of optometry.

Company Description

The Oregon Optometric Physicians Association (OOPA) is a statewide organization comprised of doctors of optometry, college of optometry faculty, optometric students and industry related associates. The OOPA is an affiliate of the American Optometric Association (AOA). It is governed by a president, president-elect, secretary/treasurer, past-president, two directors and an executive director. Member committees within the OOPA plan activities and carry out the mission of the Association.\r\n\r\nThe Mission\r\nTo promote, protect and advance the professional practice of optometry.