Executive Assistant

Location Portland, OR

The Executive Assistant provides administrative support to various assigned executive leaders to support multiple different priorities, including maximizing executive agendas by completing calendar management effectively. This position plays a key role across the organization’s administrative support team and supports process assessment and best practice creation as well as other objectives managed by the team. This position requires an individual with technical skills, the ability to project manage and communicate effectively internally and externally.

Here’s a day in the life:

Oversee dynamic and complex calendars for executives. Balance competing priorities to ensure alignment with business goals and key initiatives. Anticipate scheduling needs, proactively resolve conflicts, and coordinate across multiple stakeholders, teams, and time zones to maximize efficiency. Manage the executives&#39; time discreetly and tactfully handle competing priorities.

Complete regular assessment of Executive Leadership Team focus areas, support in prioritization of focus and time allocation as they align with functional objectives of the organization.

As a member of the Administrative Support team, support in assessment of current practices, utilize process improvement mindset to drive change in current practices as they relate to support of Tillamook’s Executive Leadership Team.

Coordinate closely with other Executive Assistants to maintain workflow, streamline processes, and provide unified support for the executive team. Including managing various on and offsite meetings, including logistics, budget management, meeting set up and take down when needed.

Provide general support for meetings, logistics, agendas, expense management.

Manage administrative tasks such as expense reports, document management, and maintaining organizational systems to ensure smooth operations.

Manage complex off-sites, team events, and company-wide initiatives. Travel to domestic events several times per year is required. Employee event logistics including physical set up, take down, contract management, catering, etc.

Arrange complex and detailed domestic and international travel plans and itineraries for assigned staff in the most cost-efficient way.

Serve as a critical communication hub in our organization. Proactively bridge departments, ensuring seamless information flow across teams to support organizational goals. Excellent verbal and written communication skills are essential.

Create presentations, reports, and agendas. Conduct research and develop communication materials using Excel, Word, PowerPoint and other tools.

Utilize a computer with intermediate knowledge of Microsoft Word, Excel, PowerPoint, Outlook, SharePoint and Adobe Acrobat.

Manage administrative tasks such as expense reports, document management, and maintaining organizational systems to ensure smooth operations.

Manage administrative tasks such as expense reports, document management, and maintaining organizational systems to ensure smooth operations.

Organizational skills with attention to detail and the ability to prioritize and work well in an environment with competing demands.

Establish and maintain effective relationships with employees, supervisors and the general public.

Act as a team player and be able to interact with staff at all levels of the company.

Work under pressure, meet deadlines, and be flexible in working on multiple projects simultaneously.

Demonstrate excellent time management skills with the ability to work independently with little supervision.

Knowledge, skills, and abilities:

High school diploma or GED required.  Associate degree preferred.

5-7+ years of experience as an Executive Assistant in a fast paced environment, preferably in the C-Suite.

High Proficiency of MS office suite, Teams, Adobe, and Zoom.

Proven ability to manage complex calendars, travel arrangements, and high-pressure situations with grace and efficiency.

Exceptional organizational, time management, interpersonal and multitasking skills.

Collaborative mindset with experience working in tandem within a team and with other high-level EAs.

Demonstrated ability to be proactive and anticipate needs.

Excellent verbal and written communication skills.

Discretion and confidentiality.

Attention to detail.

Physical requirements:

Sitting

Standing and/or walking

Lifting 25 lbs.

Vision for machine or computer operations

Hearing

Ability to travel up to 10% overnight travel by land and/or air

LI-Hybrid

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