Administrative and Events Support Specialist

About WFCA

Founded in 1909 to protect Pacific Northwest timberlands from the threat of wildfire, Western Forestry & Conservation Association promotes all aspects of sustainable forest stewardship in western North America through a wide variety of high-quality continuing education workshops, conferences and field courses for natural resource professionals. WFCA also disseminates forestry research and technical information, coordinates professional groups and provides financial and administrative management for regional research and scientific cooperatives. Learn more about us at www.westernforestry.org.

Position Overview

WFCA is seeking a highly organized and dependable Administrative and Events Support Specialist to assist with our workflows, office management, and events.

This position will efficiently carry out administrative, bookkeeping, and communications tasks to ensure smooth day-to-day operations and successful event coordination. This role will also support event planning, especially in-person logistics.

The role is part time and requires working at our NW Portland office a minimum of 2 days per week, with flexibility for remote work on other days. The position can range between 20–36 hours per week. Responsibilities and hours will vary throughout the year in conjunction with our events.

Some seasonal day travel may be required to coordinate in-person trainings and workshops within two hours of Portland.

Anticipated start date: June 1, 2026

Key Responsibilities

Office Administration

• Manage incoming communications (email, voicemail, and mail) with professionalism, responding or directing inquires appropriately
• Provide general administrative support for WFCA events, groups, programs, and staff
• Support organizational coordination with partner groups and committees
• Assist Executive Director with schedule coordination and handle occasional personal administrative tasks as required
• Act as liaison between Board of Directors and Executive
• Record minutes for quarterly board meetings
• Maintain office and event supplies and ensure common areas and conference rooms are prepared for use

Financial Administrative Support

• Assist with basic financial tasks, which may include purchasing, invoicing, record keeping, reconciliation
• Maintain confidentiality and handle sensitive financial information with discretion

Event Planning & Coordination

• Support event planning and in-person event coordination logistics
• Manage event registrations and attendee communications
• Produce event materials, including agendas, name tags, and other on-site needs
• Assist with event marketing emails and registration updates
• Attend events as needed to provide on-site event management

Operational Efficiency

• Anticipate the needs of other staff and pro-actively resolve issues or operational hurdles
• Serve as a liaison between WFCA staff and external stakeholders
• Manage databases
• Spearhead organizational systems development

Qualifications

Required

• 5+ years experience in office management, business operations, event planning, event coordination, project management, or similar
• Ability to work in our office in NW Portland at least 2 days per week
• Excellent written and verbal communication and customer service skills
• High degree of comfort with technology, typing speed of at least 50 wpm minimum, and demonstrated computer proficiency in Microsoft Office Suite, email communications, spreadsheets, and virtual meeting platforms
• Ability to work independently on multiple assigned tasks simultaneously as well as take initiative to be a contributing member of the team
• Valid driver license and a personal vehicle for occasional day travel and errands
• Dependable phone and internet access
• Strong attention to detail

Preferred

• Experience working with professional conferences or association events
• Familiarity with forestry, natural resources, agriculture, or working lands
• Experience with registration management
• Experience managing IT systems_

Additional Information

• No degree required; relevant experience and problem-solving skills are most important.
• This position offers a flexible schedule. While some hours must be worked M-F during business hours, a significant number can be worked during off hours if needed.
• Day travel to events may occasionally be required, around 2-4 times a year. Mileage will be reimbursed or a rental car can be arranged. Regional overnight travel will not be required, but may be a possibility for interested candidates.