30 days old

Outreach and Events Assistant

Xerces Society Inc
Portland, OR 97232
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JOB TITLE: Outreach and Events Assistant

LOCATION: Portland, OR

COMPENSATION: $20.00- $22.50, per hour, commensurate with qualifications.

JOB START DATE: Mid January 2022

APPLICATION DEADLINE: Applications reviewed on a rolling basis, closed on November 22, 2022


All applications must be submitted via our application website at: http://bit.ly/xerces-jobs

Xerces is happy to provide accommodations for the job application process if needed. If you need an accommodation to complete the job application process, please email reasonable.accomodation@xerces.org.


Come join a growing team of conservation professionals at the Xerces Society who are dedicated to protecting some of the world's most important animals. We are seeking an Outreach and Events Assistant.

At Xerces, we harness the knowledge of scientists and the enthusiasm of the public to implement conservation programs. We take action by helping farms and public agencies develop conservation plans for pollinators and beneficial insects, producing ground-breaking publications on insect conservation, training thousands of farmers and land managers to protect and manage habitat for beneficial insects, protecting endangered species and their habitat, and engaging the public to raise awareness about invertebrates found on farms, forests, prairies, deserts, streams, wetlands, towns and cities. Our methods focus on habitat conservation planning, education, scientific analysis, advocacy, and applied research to conserve invertebrates, such as bees, butterflies, mollusks, and fireflies.


The Outreach and Events Assistant provides organization-wide support for event planning and outreach needs with program staff to ensure delivery of Xerces events and to fulfill outreach requests. This includes in-person and virtual event registration, promotion, event-related materials fulfillment, day-of event evaluations, and other event related activities. Outreach support includes assisting with publication request fulfillment, and publication inventory management. Supervision of this role is provided by the Community Engagement Coordinator. This position will be on the Outreach and Education Team. Collaboration with Program Directors is required to ensure that (a) program staff are meeting their obligations in preparing for outreach events, and that (b) the Outreach and Events Assistant is available to help in event preparation and publication needs.


  • Coordinate the planning of all public events for Xerces, including, but not limited to, workshops, trainings, short courses, trade show, and conference appearances and exhibits, webinars, and other events. Act as the planning lead for webinars, all short courses and other outreach events to ensure consistency throughout the organization. This will entail working with and providing support to other program staff. This work entails managing the following:
  • Event registration and tracking attendance records for program staff
  • Ensure all event venues, both in person and virtual, are able to meet accessibility standards, and process any requests for accommodations received from registrants, including closed captions for webinars.
  • Event promotion, including development of event announcements and updating of Xerces website event calendar
  • Compiling and sending event materials in coordination with and with support from other program administrative staff or volunteers
  • Supporting instructors in their coordination with non-Xerces partners to arrange any necessary event logistics and advertising;
  • Efficiently collect, store and share event participation data, contact information, and results of day-of course evaluations;
  • Occasionally host webinars by welcoming participants, explaining logistics, and moderating questions; and
  • Provide feedback on the overall event management process and methods to improve the process, if needed, in the future.
  • Support the Operations Assistant with the publication inventory to ensure publications are in stock and publication numbers are accurately accounted for. This work entails helping with:
  • The management of the digital publication inventory sheet and printed/physical publication inventory in the Portland office;
  • Reordering publications as needed
  • Coordinating publication deliveries to the office, physical storage of the publications, and disposal of old/outdated publications;
  • Maintaining well-stocked shelves of current publications for use by staff and drop-in customers; and
  • Performing the end-of-year inventory count and analysis: identifying, locating, counting, documenting and reconciling physical stock.
  • Collaborate with the Operations Assistant to fulfill requests for publications and other materials from Xerces Society program staff, partners, members, and the general public, as needed. This includes preparing and shipping publications and other materials.
  • Participate in Outreach and Education team meetings, cross-program community engagement meetings, all-staff meetings, and other meetings, as necessary.
  • Assist Community Engagement Coordinator and/or Bee City USA Coordinator with various tasks, as needed. This work may include:
  • Coordinating webinar recordings to post on YouTube;
  • Preparing and shipping outreach materials to volunteers and/or Bee City USA and Bee Campus USA affiliates; and
  • Providing support with administrative tasks, including, but not limited to, responding to email and phone inquiries, updating contact info, and fulfilling requests for resources.
  • Participate in outreach events around the Portland metro area, as appropriate.
  • Occasionally travel out of state to support tabling and other outreach events.

STATUS: Full-Time, Hourly Non-Exempt, scheduled to work ~ 40 hours/week. Schedule can be made flexible and opportunity for partial remote work location can be made, consistent with work requirements.

BENEFITS: This position includes a generous benefits package: twelve paid holidays including two floating holidays that may be used for a personal or religious holiday observed by the employee or other occasion per policy, paid time off, paid health, dental, and disability insurance, option to participate in a pre-tax flexible spending account for medical and dependent care expenses, participation in a 401k retirement program upon eligibility and a flexible work environment.

TERMS: The Xerces Society is an at-will employer. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. 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.

MORE INFORMATION: For more information on the Xerces Society and our programs, please see our website: www.xerces.org


All applications must be submitted via our application website at: http://bit.ly/xerces-jobs


The Xerces Society is proud to be an Affirmative Action/Equal Opportunity Employer including disability and veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.


We request priority referral of protected veterans for all openings with our organization. In order to be considered for employment, all applicants for employment with Xerces Society, apply through our Job Board. When referring or being referred as a candidate, including protected veterans, please refer them to this applicant site; https://xerces.org/job-opportunities.




  • Excellent writing and verbal communication skills.
  • Excellent computer skills, including strong familiarity with the following programs: MS Office Suite (Word, Excel, PowerPoint), Google Suite.
  • Strong self-organization, attention to detail, and time-management skills.
  • Ability to manage multiple tasks and troubleshoot problems while meeting shifting deadlines.
  • Ability to complete work assignments with minimal supervision after initial training.
  • Ability to work cooperatively with local and remote staff.
  • Ability and willingness to work with diverse teams and constituents in a respectful, equitable, and inclusive fashion.
  • Proven ability to work as a member of a team.


  • Experience with outreach and education in any capacity.
  • Experience working with Constant Contact email, event marketing, and surveys, or other event management and email marketing programs.
  • Experience working with Zoom.
  • Experience maintaining websites; experience with Drupal preferred.
  • Experience with Adobe Creative Suite.
  • Commitment to conservation, and/or interest in the conservation of insects, pollinators, wildlife, or other natural resources.



  • Associate's Degree or equivalent work experience.
  • Experience with office administration, program coordination, and/or project management; 3+ yrs.
  • Valid Driver's License, and ability to drive occasionally, if needed.


  • Be able to perform the following with reasonable breaks and/or accommodations
  • Regularly lift and move supplies, materials, equipment weighing up to 35 lbs up three flights of stairs.
  • Operate a computer and other office productivity machinery, such as a telephone, copy machine, and computer printer for periods of 18 hours.
  • Occasionally drive an automobile for periods of 18 hours in support of events, or workshops
Xerces Society Inc


Posted: 2022-11-01 Expires: 2022-12-02

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Outreach and Events Assistant

Xerces Society Inc
Portland, OR 97232

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