Working for Travel Lane County is about sharing the best of where we live, while working to maximize the positive impact of tourism on the local economy by matching visitors with authentic, high-quality Eugene, Cascades & Coast vacation experiences.

We are looking for a detail-oriented, forward-thinking, and creative problem solver to work collaboratively within the administration department to support the organization’s mission and brand promise. We are most interested in finding the best candidate for the job, and that candidate may be one who comes with relevant transferrable skills from a variety of sources and experiences.

ADMINISTRATIVE ASSISTANT

PURPOSE OF POSITION:

This position serves as a support team member who can work independently in performing tasks of an administrative and supportive nature by providing assistance to the President & CEO, VP of Finance & Administration, Board of Directors, managers, and staff. Maintain knowledge and promote Travel Lane County policies, procedures, and mission.

Essential Functions:

Administrative

• Organizing copy room/placing orders as necessary for kitchen and office supplies, maintaining inventory for staff use.
• Processing items to be mailed or shipped.
• Maintain matrix of vendor contracts, organization of signed contracts, update contact information and coordinate communication with related staff.
• Assist VPFA with information technology questions from staff, troubleshooting video conferencing on site and off site so for meeting efficiency.
• Reviews and updates procedures related to operational activities.
• Processing of organizations documents.

Board of Directors

• Organizing board meeting locations, catering for lunch, board RSVPs, reconcile payments for lunches.
• Provides support to the VPFA which includes posting Board Packets, meeting minutes and department reports to extranet. Provides support as needed with attending Board Meeting to set up and take minutes.
• Updating the Board Orientation Notebook documents for review.
• Organizing Board Committee meetings, maintaining accurate rosters and board materials.

Human Resources

• Acts as confidential administrative support to the President & CEO and the VPFO. This includes access to data and information of a sensitive or highly confidential nature.
• Supports VPFA with maintaining up-to-date human resource files, records, and other documentation. Assists VPFA hiring of new talent, onboarding and offboarding staff and employee benefits.
• Identify continuing education opportunities for ongoing training and development.

Accounting

• Assist VPFA with downloading POS transactions and organizing the information to reconcile with bank statements.
• Support the VPFA during the annual audit with document preparation and submittal.
• Scanning all documentation including vendor payables, financial statements, payroll, and other information items and uploading the scanned documentation into the Docuware system.

Preferred Qualifications:

We will consider any equivalent combination of knowledge, skills, education, and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job as meeting our preferred qualifications.

• 2+ years of administrative/office support experience
• Ability to multitask and communicate well with individuals of all backgrounds.
• Foundational knowledge in customer service, modern administrative and general office principles, practices, and techniques.
• Proficiency with Word, Excel, PowerPoint, and Outlook (or similar scheduling/calendar program), and familiarity with Microsoft Office applications.
• QuickBooks/Accounting support experience a plus (AP/AR)
• Strong organizational skills including effective time management, attention to detail and handling multiple tasks while determining priorities.

Professional Competencies

• Excellent, effective communication skills.
• Maintaining a cooperative and helpful attitude toward fellow employees.
• Being flexible to adapt to changing work environment.
• Being professional, honest courteous, loyal, and respectful to others in your conduct.
• Ability to take initiative, consult resources, and problem-solve in a self-directed manner to the best of your ability.
• Ability to manage stressful or difficult situations in a calm, constructive, and professional manner, particularly as it relates to handling sensitive and/or confidential information.
• Commitment to promoting and enhancing diversity and inclusion, including the ability to communicate and work effectively with individuals from diverse backgrounds and cultures.

Requirements:

• Valid Driver’s License and clean driving record.
• Able to lift 35 lbs. from the floor and carry.

Compensation & Hours:

• This is a full-time hourly Non-Exempt position.
• Benefits include medical and dental insurance for the employee, as well as paid holidays, vacation and sick leave. Employee eligible for employer contribution into SEP/IRA after 2 years of employment.
• This position reports to the Vice President of Finance & Administration.

About Travel Lane County

Our Brand Promise: The Eugene, Cascades & Coast region has Oregon’s greatest variety of adventures in easy to reach, uncrowded places.

Our Mission: Travel Lane County’s Mission is to increase overnight visitors.

Our Why: We believe our work inspires people to experience and appreciate Lane County, creating opportunities, a sense of place and stronger communities.

Our Vision: Our Vision is to be a recognized leader in achieving year-round economic growth throughout the Eugene, Cascades & Coast region through innovative destination marketing, product development and exceptional visitor experiences.

Our Values

• We provide Leadership in developing a healthy year-round tourism sector economy.
• We are proud Brand Ambassadors who know our destination from one border to the other and live our brand promise.
• We are Invested in our staff, partners, and destination stakeholders as we maximize visitor experiences aligned with community values.
• We are Professionals who provide informed, friendly, prompt, and respectful service.
• We are Stewards of limited resources, prioritizing investment using these filters:
  • Leverage current strengths to generate overnight stays.
  • Focus destination management resources on projects that have direct economic impact.
  • Improve the visitor/client experience at all stages of the visitor lifecycle.
  • Build our destination and organization reputation through efficient and effective use of paid, owned and earned communication channels.
  • Embrace a triple bottom line focus on economic, environmental, and social outcomes.
• We Celebrate Diversity, and work to ensure a Welcoming and Inclusive destination experience. We oppose discrimination of any kind.

Our Work

We are focused on positioning Eugene, Cascades & Coast as one of the most preferred travel destinations in the Pacific Northwest

• We market Eugene, Cascades & Coast as a year-round destination for leisure travel, conventions, and sports.
• We create and share content that is inspiring and valuable.
• We provide valuable programs that benefit our partners, visitors, and communities.
• Working for Travel Lane County is about sharing the best of where we live, while working to maximize the positive impact of tourism on the local economy by matching visitors with authentic, high-quality Eugene, Cascades & Coast experiences.