Executive Assistant

Position Title: Executive Assistant

Location: Bend, Oregon - In Person

Status: Part-Time

At Shepherd’s House Ministries, we believe in meeting people exactly where they are—with compassion, dignity, and grace. We offer food for the hungry, shelter for the homeless, and supportive programs for individuals facing life-controlling challenges. Our mission is to break cycles of pain by healing hearts and transforming lives.

We create grace-filled environments where every person is welcomed, valued, and encouraged to pursue meaningful life change at their own pace. Through supportive services, innovative programs, and a deeply caring team, we walk alongside each individual on their journey—reflecting the transformative love of God in all we do.

This position has a BFOQ to be faith aligned. 

We are seeking a passionate and mission-driven Executive Assistant to help expand the impact of Shepherd’s House Ministries across all sites and advance this life-changing work.

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.

Strategic Work Expectations:

1. Shall strive for and embody honesty, compassion, forgiveness, mercy, gentleness, hospitality of spirit, and the deep love of Jesus in word and deed, leading with humility, compassion, and self-awareness.
2. Will work towards having a teachable spirit and a willingness to learn.
3. Collaborate in partnership with leadership, advisors and coworkers to contribute to and carry out the Shepherd’s House Ministries team’s strategy and goals.

Technical Work Expectations:

1. Provide high-level administrative coordination to support the CEO and COO in advancing SHM’s mission, vision, and strategic priorities.
2. Manage executive calendars, scheduling meetings, trainings, Board/Committee meetings, special events, and travel logistics.
3. Coordinate logistics for Board meetings, staff meetings, Grace Trainings, and executive events, including materials, minutes, facilities, and hospitality.
4. Prepare and distribute organizational communications, announcements, and weekly leadership emails at the direction of the COO.
5. Serve as a gatekeeper for executive communications, exercising sound judgment in information flow and access.
6. Track leadership initiatives, strategic projects, and action items; maintain dashboards and provide status updates.
7. Follow up with department leaders to ensure timely completion of executive priorities and deliverables.
8. Identify and implement improvements to administrative and communication processes.
9. Process invoices in partnership with Accounts Payable within established timelines.
10. Maintain accurate records, files, and documentation in compliance with organizational policies.
11. Support special projects and organizational initiatives as assigned.
12. Handle sensitive personnel, legal, financial, and donor information with the highest level of confidentiality and discretion.

Position-Specific Standards:

1. Compliance with SHM’s Employee Handbook and organizational policies.
2. Attends all -staff meetings and trainings

Qualifications:

Education & Experience:

1. Associate’s or Bachelor’s degree in Business Administration, Communications, Nonprofit Management, or related field preferred (experience may substitute).
2. 3 - 5 years of executive administrative support experience required.
3. Experience supporting C-suite or senior executives strongly preferred.
4. Experience in nonprofit, ministry, healthcare, housing, or human services environments preferred.

Spiritual & Professional Qualities:

1. Ability to remain flexible and adapt well.
2. Work well in a team environment and be able to accept input as well as supervisory guidance.
3. Able and willing to interact with shelter guests in a compassionate and respectful manner.
4. Knowledgeable and empathetic to the needs of the poor and suffering.
5. Able to maintain a positive, professional, Christ-like manner with all donors, staff, guests, and volunteers.

Working Conditions:

1. Work will predominantly require individuals to work in a typical office environment.
2. May occasionally need to work outdoors and after hours for meetings or other fundraising events

Physical Requirements: 

1. Ability to sit for extended periods while performing administrative and computer-based tasks
2. Ability to stand and walk for moderate periods during orientations, trainings, volunteer activities, and community events
3. Ability to communicate clearly and effectively in person, by phone, and electronically with individuals and groups
4. Ability to travel between multiple sites in Bend, Redmond, and other Central Oregon locations, as well as attend offsite meetings and events
5. Ability to occasionally lift, carry, push, or pull materials and supplies weighing up to 35 pounds
6. Ability to operate standard office equipment, including computers, phones, printers, and digital check-in systems
7. Visual and auditory ability sufficient to read written materials, review digital information, and participate in meetings and trainings
8. Manual dexterity, sufficient to handle paperwork, materials, and technology tools

In accordance with the Americans with Disabilities Act (ADA), we will provide reasonable accommodations to qualified individuals with disabilities. To request an accommodation, please contact a member of the People Team.  

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Shepherd’s House Ministries provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Shepherd’s House Ministries is formed and filed as 501c3, as such there are certain positions under ministry privately funded programs that require faith alignment as a BFOQ.