Position Title: Executive Assistant
Employment Status: Part-Time, Non-Exempt
Reports To: Chief Operations Officer
Location: Shepherd’s House Ministries – Bend and Redmond
Mission Statement
At Shepherd's House Ministries, our mission is to create safe, healing environments where all individuals feel valued, respected, and empowered to pursue personal growth and stability. We strive to feed the hungry, shelter the homeless, and walk alongside those facing life-controlling challenges such as trauma, addiction, and homelessness. Through emergency shelter, case management, and supportive services, we seek not only to address immediate needs but to foster lasting, positive change. Our vision is to help individuals break cycles of hardship and achieve meaningful transformation, ensuring that everyone in Central Oregon has the opportunity to find hope, stability, and healing.
Position Summary
The Executive Assistant provides direct support to the CEO and COO of Shepherd’s House Ministries by facilitating communication, scheduling, and administrative duties. This role can be hybrid.
Accountability Statement
The Executive Assistant is responsible for providing direct support to the CEO and COO of Shepherd’s House Ministries by managing communication, scheduling, and administrative functions. This position ensures organizational leaders are well-supported and equipped to focus on strategic priorities by coordinating meetings and trainings, facilitating internal communications, processing invoices, and maintaining accurate records. The Executive Assistant upholds confidentiality, fosters organizational efficiency, and models the mission and values of Shepherd’s House Ministries in all interactions.
Work Environment
This role requires a high level of confidentiality and professionalism. The will routinely manage sensitive employee information and engage in conversations that may involve conflict resolution, de-escalation, and coaching support. Success in this position requires approachability, clear communication, and a steady presence that reflects SHM’s trauma-informed, grace-based values.
Key Responsibilities:
Strategic Work (30%)
- Support the CEO and COO in advancing Shepherd’s House Ministries’ mission, vision, and values through effective administrative coordination.
- Promote clear, consistent communication across the organization by preparing and distributing updates, announcements, and leadership communications.
- Assist in planning and coordinating Grace Trainings and staff meetings that reinforce SHM’s culture and mission.
- Identify opportunities to improve administrative processes and communication systems to enhance organizational effectiveness.
Tactical Work (70%)
- Manage scheduling and calendar coordination for the CEO and COO, including meetings, trainings, and special events.
- Coordinate staff meetings and Grace Trainings, including facility arrangements, materials, and supplies.
- Draft and send weekly organizational emails at the direction of the COO.
- Process invoices in collaboration with Accounts Payable, ensuring completion within 3–5 days of receipt.
- Maintain accurate administrative records and ensure compliance with organizational policies.
- Provide consistent follow-through by holding weekly 1:1 check-ins with the COO and supporting leadership with action items.
- Assist with special projects and administrative duties as assigned to ensure the effective functioning of the executive team.
Physical Requirements:
- Primarily sitting or standing at a desk for extended periods while performing administrative tasks
- Traveling between multiple SHM locations to attend meetings, trainings, and support staff
- Ability to communicate effectively with employees, supervisors, directors, volunteers, donors, participants, and guests in a manner that demonstrates care, compassion, and professionalism
Qualifications
- Required: Strong organizational and communication skills, with experience in administrative or executive support.
- Preferred: Experience supporting senior leadership in a non-profit or mission-driven organization.
- Ability to work independently, manage multiple priorities, and demonstrate discretion with sensitive information.
Job Type: Part-time
Pay: $28.00 - $30.00 per hour
Benefits:
- 401(k) matching
- Paid time off
People with a criminal record are encouraged to apply
Work Location: Hybrid remote in Bend, OR 97701
