Lan Su Chinese Garden

Jobs

Available Positions:

Executive Administrator

Administrative Assistant


The mission of Lan Su Chinese Garden is to cultivate an oasis of tranquil beauty and to inspire, engage and educate our community in the appreciation of Chinese culture.

Lan Su is a nonprofit member and tourist destination in the heart of the Old Town/Chinatown neighborhood of NW Portland. We offer nice modern offices on Second Avenue next door to the garden, located on the Max line and bus routes.


Executive Administrator

Position summary

The Executive Administrator provides superior administrative support to the Executive Director. This is a highly visible professional who is the first point of contact for the Board of Directors and its committees, high level donors and members, business representatives, state and local political constituents, Chinese delegations and officers, and potential partners. This position has frequent access to highly confidential and sensitive information.

Position Description: Executive Administrator

Reports to: Executive Director

Position Status: Permanent, full-time (40 hours), hourly, non-exempt, benefited

Wage: $18.00 per hour or D.O.Q 

Responsibilities

  • Coordinate and schedule the Executive Director’s (ED) meetings with staff, political leaders, donors and business partners; provide updates of upcoming commitments and responsibilities
  • Assist Executive in monitoring internal and external promises and commitments; help to organize the flow of work by importance and deadline
  • Assist with monitoring internal projects that impact the Executive team and proactively move work forward
  • Interact with key stakeholder groups and represent the garden in professional settings
  • Assume ownership of special projects or programs as needed
  • Provide support to the Board of Directors and its committees
  • Email notifications to the board by the Friday before the meeting, and attach required meeting materials and agenda. Send day of meeting email reminder.
  • Track meeting attendance/absences (determines quorum)
  • Transcribe meeting minutes; submit to Board Secretary for approval prior to following meeting
  • General liaison to board and associated committees. Assist with meeting scheduling and other duties as assigned
  • Draft meeting agendas as directed by the ED
  • Schedule appointments as assigned; maintain calendar
  • Complete and submit monthly expense reports for approval by Board President
  • Assist with writing/editing/correspondence as needed
  • Coordinate donor/stakeholder event RSVPs and day-of registration
  • Attend board committee meetings and take minutes as requested
  • Collect, post, and prepare briefing information for the Executive’s meetings
  • Coordinate complex domestic (and occasionally international) travel arrangements; prepare detailed itineraries for Executive; coordinate Board member or other guest travel as needed
  • Prepare a variety of presentations and reports using MS PowerPoint, Excel and Word to clearly and creatively display information including graphics; may perform research to assist with preparing reports
  • Assist with managing high level group travel program to China or North America
  • Create, maintain and manipulate data in spreadsheets and databases
  • Write routine and unique correspondence and other materials for external and internal distribution; edit existing written materials before distribution
  • Monitor and respond to the Executive’s emails and incoming mail in their absence; open, read and act upon correspondence, as required
  • Arrange conference calls and prepare agendas and materials for internal and external meetings
  • Attend in-office meetings as appropriate, prepare minutes and follow up as needed
  • Establish organizational systems such as electronic and hard-copy filing systems, databases and other tools to increase work efficiency
  • Facilitate adherence to internal processes such as new hires, contracts, requisitions, work requests, expense reports, etc.
  • Oversee coordination of Administrative Assistant’s support for other department directors
  • Perform other duties as assigned to ensure the success of the team and the organization 

Skills and Abilities

  • Strong commitment to providing outstanding support services to executive level staff
  • Use high-level of discretion when handling confidential information
  • Effectively screen and direct calls, correspondence and visitors
  • Excellent organizational and multi-tasking skills
  • Excellent writing skills and ability to pay close attention to detail and serve as proof reader for important communications
  • Ability to quickly shift priorities in supporting the Executive Director
  • Demonstrated ability to follow through with multiple tasks
  • Proven ability to handle sensitive and/or confidential information
  • Proficient in Microsoft Office Products (Word, Excel, PowerPoint, Outlook), use of the Internet and databases
  • Ability to work from an organizational perspective
  • Ability to work independently as well as a contributing team member with few ego needs
  • Excellent listening skills and a commitment to communicate clearly, completely, and in a timely manner
  • Demonstrated ability to work effectively with a wide range of individuals
  • Exceptional skills in partnering with constituents and staff and in developing and maintaining long term supportive relationships
  • Ability to organize time effectively, determine priorities, and move work forward
  • Ability to assess the effectiveness of processes and procedures and recommend improvements
  • Ability to identify barriers to progress and propose solutions
  • Ability to be effective in a growing organization that changes rapidly and often
  • Willingness to accept coaching to remove barriers to effective working relationships
  • Must be able to perform the physical and intellectual requirements of the role, with or without accommodation 

Education and Experience

  • Bachelor’s degree preferred; equivalent combinations of experience and education in lieu of a degree will be considered
  • Minimum five years of experience supporting senior level management staff required; prefer that at least two of those years involved supporting top-level executive leadership (i.e. E.D., CEO, COO)
  • Preference given to candidates that meet or exceed qualifications and also have Mandarin language skills, knowledge of Chinese culture or history 

Organizational Standards

Staff members must be able to work effectively within a rapidly growing organization. Our day-to-day working relationships include the following commitments:

  • As a team, we focus on providing quality, timely service to our members and visitors. Integrity is present in all our decisions and actions. We keep the promises we make.
  • We foster mutual trust and respect through open, accurate, and timely communication with each other and with our constituents. We seek each other out for guidance and welcome critiques of our work.
  • We place organizational goals above personal goals. We value the ability to work independently, but we work just as diligently when working in a group.
  • We are committed to improving our personal and organizational strengths and weaknesses. We recognize individual and group accomplishments. We believe that work environments need large doses of optimism, humor, and forgiveness.

Lan Su Chinese Garden strives to attract, hire, train and promote quality individuals who have a proven ability to perform in a professional organization. Lan Su makes employment decisions on the basis of merit. We want to have the best available person in every job.

Lan Su Chinese Garden is committed to maintain an environment where employees contribute to the organization’s achievement, take pride in the results of their work, are appreciated as individuals and are encouraged to develop to the fullest extent. Lan Su is an Equal Opportunity Employer. It is our policy that employees will not be discriminated against in the terms and conditions of employment because of race, color, religion, sex, national origin, age, marital status, sexual orientation, disability or any other classification protected by law. 

To Apply:

Please email cover letter explaining your interest or relevant experience for this position and resume. Applicants will be contacted within two weeks and notified if they are invited for a personal interview or not. Position will be open until filled, but interview scheduling will begin on April 17, 2017.

Please apply with cover letter and resume to jobs@lansugarden.org.

In the subject line please type: “Executive Administrator position”

No phone calls please.

Email is preferred, but mailed materials are also accepted at:

Lan Su Chinese Garden Human Resources

220 NW Second Ave., Suite 1050

Portland, OR 97209


Administrative Assistant

Position Purpose & Scope 

Provides essential administrative duties for office operations and the Development and Membership Departments, maintains member and donor records and supports all functions of the organization

Position Description: Administrative Assistant

Reports to: Director of Philanthropy, Director of Member Services and Executive Administrator

Position Status: Permanent, full-time (40 hours), hourly, non-exempt, benefited

Wage: $13.00 per hour or D.O.Q

Membership and Development Services Assistant (20 hours per week)

  • Performs timely and accurate data entry of memberships & donor gifts, including record updates – this is a key responsibility of this position
  •  Excellent writing skills; drafts thank you letters and customizes as needed
  • Assists in monthly member renewal communications utilizing electronic media, mail, in-person/phone systems
  • Prepares & prints membership lists, forms & temporary membership cards
  • Proof reads membership renewals & other member communications
  • Prepares member/donor data for accounting reconciliations no less than monthly
  • Updates obituary information in the database on a regular basis
  • Assists with preparation for mailings; merging letters, personalized and specific fields
  • Tracks responses to respective appeal codes or membership campaigns
  • Assists with members nights, mornings or donor events and functions
  • Assists with membership table, coordinating and training volunteers and occasional weekend staffing when needed
  • Tracks RSVP’s to events, helps support ticket sales for special programs
  • Assists with “Under the Moonlight” major annual fundraising dinner auction event on the Saturday after Labor Day – participates day of (September 9, 2017) – manages registration and auction sales. Post event follow-up on auction packages and thank you letters to donors.
  • Conducts some research, as assigned
  • May be asked to fill in for lunch breaks or shifts for Admissions, Visitor Experience Coordinators in the garden, or retail as needed.

General Administrative Support (part of 20 hours per week)

  • Provides occasional administrative support to other Department Directors as needed
  • Obtain, open, sort, date stamp and distribute mail daily
  •  Maintain staff and board rosters and information lists (address, phone, birthdays)
  • Maintain a tidy, welcoming office environment generally, and assign monthly staff teams for kitchen duty
  • Prepare coffee/water/tea for meetings as requested
  • Maintain sufficient copies of general forms such expense reports, leave and check requests, and other documents
  • Reserve building conference room for monthly staff meetings; send out reminders
  • Supply rack cards to requesting businesses and organizations; work with Director of Communications to print more cards as needed
  • Respond to requests from other charitable organizations and mail admission passes and other public relations materials, maintain records of number of requests and assist in annual evaluation of the program
  • Answer phone calls and provide office reception duties
  • Assist with placing advertisements for job openings and assist with scheduling interviews with corresponding managers; communicate with candidates not selected to interview – if requested.
  • Circulate birthday and other cards for staff/board/partners, keeping list updated
  • Maintains functionality and supplies of the postage meter
  • Orders and maintains general office supplies. Helps with archive management.

Board & Committee Support (approx. 2-3 hours per month)

  • Reserve building conference room for board meetings
  • Print meeting materials for Executive Administrator
  • Help set up meeting space: supply name tents, refreshments, pens/pencils, etc

Essentials Skills & Attributes

  • Must be always charming and display friendly & personable interactions with members, donors, visitors and staff
  • You favorite past employer will describe you as a fast learner, able to learn new things to be able to perform at a high level sooner than most
  • Must possess problem-solving abilities and team-player approach to work
  • Must be punctual, organized & able to complete projects & assignments on time
  • Must possess excellent written & verbal communication skills
  • Good customer service skills
  • Must be proficient in Microsoft Office and other data-based software technology and knowledgeable about current office equipment
  • Must be accurate in data entry at 45+ wpm
  • Must be able to sit, stand, and type for extended periods of time
  • Must be able to bend and lift 40# (paper & supplies)
  • Must be flexible to work evenings or weekends, as Garden activities require
  • Must be able to multi-task, and to be self-directed to prioritize workload
  • Performs other duties as assigned
  • Preference given to experience in a similar position with responsibilities for membership and donor database. Lan Su uses Abila FR50 software.

Lan Su Chinese Garden strives to attract, hire, train and promote quality individuals who have a proven ability to perform in a professional organization. Lan Su makes employment decisions on the basis of merit. We want to have the best available person in every job.

Lan Su Chinese Garden is committed to maintain an environment where employees contribute to the organization’s achievement, take pride in the results of their work, are appreciated as individuals and are encouraged to develop to the fullest extent. Lan Su is an Equal Opportunity Employer. It is our policy that employees will not be discriminated against in the terms and conditions of employment because of race, color, religion, sex, national origin, age, marital status, sexual orientation, disability or any other classification protected by law.

To Apply:

Please email cover letter explaining your interest or relevant experience for this position and resume. Applicants will be contacted within two weeks and notified if they are invited for a personal interview or not.

Position will be open until filled, but interview scheduling will begin on April 17, 2017.

Please apply with cover letter and resume by email to: jobs@lansugarden.org.

In the subject line please type: “Administrative Assistant position”

No phone calls please.


Lan Su Chinese Garden strives to attract, hire, train and promote quality individuals who have a proven ability to perform in a professional organization. Lan Su is proud to be an equal opportunity employer and makes employment decisions on the basis of merit. We want to have the best available person in every job.

Lan Su Chinese Garden is committed to maintain an environment where employees contribute to the organization’s achievement, take pride in the results of their work, are appreciated as individuals and are encouraged to develop to the fullest extent. Lan Su is an Equal Opportunity Employer. It is our policy that employees will not be discriminated against in the terms and conditions of employment because of race, color, religion, sex, national origin, age, marital status, sexual orientation, disability or any other classification protected by law.