What are the responsibilities and job description for the Executive Assistant position at Black Butte Ranch?
Black Butte Ranch is a destination resort in Central Oregon, surrounded by Cascade mountain views, Ponderosa pines, and a strong sense of community. Set across 1,800 acres, the Ranch features championship golf courses, lodging, restaurants, pools, spa, trails, a private lake, and year-round recreation.
We're hiring an Executive Assistant!
Are you a highly organized professional who enjoys keeping people, projects, and processes running smoothly? Black Butte Ranch is seeking an Executive Assistant to provide high-level support to executive leadership and the Board of Directors while helping coordinate key communications, meetings, events, and governance activities across the Ranch.
In this role, you'll serve as a trusted administrative partner, managing Board and Finance Committee meetings, coordinating annual meetings and elections, maintaining important records and communications, and ensuring executive and Board operations are executed with professionalism and attention to detail. You'll work closely with Ranch leadership, homeowners, committees, and community stakeholders while handling confidential information with discretion.
What You'll Do
- Coordinate Board and Finance Committee meetings, including scheduling, agendas, meeting materials, room setup, AV support, and virtual meeting logistics.
- Prepare and distribute meeting minutes, track action items, and maintain governance records.
- Manage updates to homeowner communication platforms, databases, and the HOA website.
- Support Board elections, annual meetings, and community events throughout the year.
- Monitor administrative inboxes and ensure inquiries are routed appropriately.
- Coordinate special events, fundraising initiatives, and seasonal activities.
- Review and maintain Board policies, records, and communication materials.
- Identify opportunities to improve administrative processes and communication workflows.
- Serve on cross-functional committees and support organizational initiatives as assigned.
What We're Looking For
- High school diploma or equivalent required; associate's or bachelor's degree preferred.
- 3 years of executive or senior-level administrative support experience preferred.
- Experience supporting Boards, committees, HOAs, membership organizations, or nonprofit governance strongly preferred.
- Strong organizational skills with the ability to manage multiple priorities and deadlines.
- Excellent written and verbal communication skills.
- Proficiency with Microsoft Office, virtual meeting platforms, databases, and email marketing tools.
- Ability to maintain confidentiality and exercise sound judgment.
- Detail-oriented, adaptable, and service-focused.
Why You'll Love Working Here
This position is eligible for a comprehensive benefits package based on employment status. Benefits include medical and dental insurance, paid time off, and a 401(k) with company match. Team members also enjoy employee discounts at Ranch restaurants, retail, and spa services, complimentary golf, access to Ranch amenities, and discounted skiing at Hoodoo Ski Area.
Offers are contingent upon successful completion of a background check.
Our commitment to service starts with our team. We foster a welcoming, inclusive workplace and make employment decisions based on qualifications, merit, and business needs in accordance with applicable laws.