Executive Support Specialist

Community Warehouse Job Description

Position Title: Executive Support Specialist

Reports to: Executive Director

Supervises: N/A

Location: Flex (3 days from a CW location, 1 day from home)

Status: Full-Time Non-Exempt (Hourly), 34 hrs/week

Schedule: Tuesday-Friday, 8:30 AM-5:30 PM*

Pay Rate: $30.68 per hour (estimated $54,242 annually) 

*Community Warehouse operates a 4-day workweek!

Approximate Anticipated Timeline: 

04/24/25-05/11/25 - Open for applications 

05/13/25-05/23/25 - Phone Screenings 

05/27/25-06/05/25 - Interviews

About Community Warehouse: 

Community Warehouse (CW) is a nonprofit furniture bank that redistributes donated furniture and household goods to our neighbors overcoming adversity. Through two furniture banks in the greater Portland metropolitan area and referrals from 200+ partner agencies, CW helps families and individuals transform their empty housing into comfy, stable homes. We also operate an Estate Store and online store that sell a small percentage of donated items to support our mission and engage the community in shopping for a cause.

This is a unique opportunity to work alongside fun, dedicated, caring staff and volunteers for a community-centered, equity-driven organization. Since 2018, Community Warehouse has been rated one of the 100 Best Nonprofits to Work for in Oregon. Learn more about our mission and services in this short video!

We are dedicated to developing and retaining a diverse workplace, and we strongly encourage those who contribute to this diversity to apply. We believe by welcoming differences, encouraging new ideas, listening to and learning from each other, and providing opportunities for personal and professional enrichment, we are better able to serve our community.

Position Summary: 

Community Warehouse is seeking a highly organized and proactive Executive Support Specialist to provide high-level administrative and project management support to the Executive Director and Directors Team. This role will oversee executive scheduling and correspondence, manage cross-departmental projects, and provide advocacy support. The ideal candidate will be a strategic and down-to-earth thinker with exceptional attention to detail, strong communication skills, and the ability to manage multiple priorities in a fast-paced nonprofit environment.

Essential Duties and Responsibilities:

Executive & Administrative Support

• Manage the Executive Director’s schedule, including prioritizing meetings and coordinating logistics.

• Manage the Executive Director’s email, calendar, and virtual filing system.

• Draft and edit correspondence, reports, presentations, and internal communications on behalf of and with support from the Executive Director.

• Organize, prepare, and send materials and reminders for board and staff meetings in advance, including agendas, minutes, and follow-up tasks. Take notes and send action items to the appropriate parties.

• Assist in managing confidential and sensitive information with discretion.

Project Management & Cross-Departmental Coordination

• Support the Directors Team in tracking and advancing key strategic initiatives and facilitating interdepartmental collaboration.

• Develop and implement project timelines, ensuring deliverables are met.

• Provide logistical and administrative support for organizational and department initiatives, including all-staff trainings and strategic plan retreats.

Advocacy & External Relations Support

• Research, draft, and edit advocacy materials, including testimony, speeches, op-eds, presentations, and policy briefings for the Executive Director.

• Assist in tracking legislative and policy developments related to furniture poverty and reuse advocacy.

• Coordinate with external stakeholders, policymakers, and partner organizations to support Community Warehouse’s advocacy efforts.

• Help prepare the Executive Director for public speaking engagements, media interviews, and community presentations.

Additional/Other

• Participate in all-staff meetings, trainings, and surveys, and read/respond to all-staff emails

• Support with occasional evening and weekend events as required.

Key Preferred Skills and Experience: 

Community Warehouse is open to a variety of qualifications through lived and learned experience.

• 3+ years of experience in executive support, project management, advocacy, and/or a related field.

• Experience managing cross-functional projects and tracking deliverables.

• Strong writing and communication skills, with the ability to craft compelling testimony and presentations.

• Strong organizational skills, with the ability to manage multiple projects and meet deadlines.

• High level of professionalism and discretion in a leadership support role.

• Aptitude for critical and creative thinking, research, and problem-solving.

• Proficiency in Microsoft Office, Google Workspace, and project management tools (Asana, Notion, etc.).

• Ability to work independently while maintaining strong collaboration with leadership and staff.

• Strong sense of humor and creativity to foster a fun and productive work environment.

• Optimistic attitude, with the ability to assume goodwill in every person and approach challenges positively.

• Commitment to the mission and values of Community Warehouse and advancing an equity-focused culture that embraces change, growth, and inclusion.

Physical Demands*

• Ability to sit/stand for long periods of time 

• Keying/Typing

• Lifting 1-25lbs 

*Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Benefits:

• Employer-paid insurance premiums - effective first of the month following start date. 

  • Kaiser Health with alternative benefits (massage, chiropractic, & acupuncture) 

  • Willamette or Delta Dental

  • The Hartford Life Insurance 

• Employee Assistance Programs - effective on the first day of employment. 

  • Provides employees with access to financial and legal advice through BPA Health

• Retirement plan 

  • Employer contributions for all eligible employees

• Work-life balance  

  • 4-day work week!

  • Hybrid work schedule (3 days onsite, 1 day remote per week) 

  • Vacations and flexible paid time off

  • Holiday pay and floating holidays

  • One month paid sabbatical at 5-year tenure (in addition to PTO)

• Internal growth & development 

  • Training and professional development opportunities

  • Openings posted internally before posted externally 

• Additional perks 

  • 20% employee discount at the Estate Stores

Instructions on Applying:

To apply, please email Careers@communitywarehouse.org with the following:

• Subject line: “Executive Support Specialist”

• Attach your resume

• In the body, include a response to the following questions:

  • What motivates/inspires you to apply for the Executive Support Specialist position at Community Warehouse?

  • Why are you a good fit for this position based on your skills and experience?

Community Warehouse maintains a Non-Discrimination Policy. As an Equal Opportunity Employer, we will not discriminate on the basis of race, color or religion; sex, sexual orientation, gender identity or expression; disability; marital status; citizenship or nation or origin; or veteran status. We maintain this policy with respect to recruitment and hiring, promotion and compensation, and other terms, conditions, and privileges of employment.