The Executive Administrator will, under minimal supervision, perform advanced administrative and confidential assignments to support our senior staff in their business objectives.
To achieve this, they will exercise considerable discretion and independent judgment, handle outside contacts with finesse and diplomacy, and plan, organize and schedule work with a sense of agency and the highest level of attention to detail.
This role requires extensive knowledge of company operations and organizational procedures and reports to the Senior Leadership Team.
Working with our company means taking pride in your work, caring for our team and clients, and supporting our relationships with grace, consideration, and integrity.
Above all else, this position requires a passion for organizational communication and operational logistics.
This person will share with the company a long-term vision, be uniquely personable and refined, and able to effortlessly weave together big ideas and the actionable tasks required to achieve them.
CORE DUTIES
• Always maintain a confidential and professional work environment.
• Participate in and support company initiatives.
Attend and support administrative meetings.
• Support the Senior Leadership Team in all administrative tasks.
RESPONSIBILITIES
• Perform administrative duties in an efficient and timely manner.
Seek always to improve efficiency.
• Prepare presentation materials for both high-level and all-staff meetings with the input of relevant department leaders.
• Post available positions and manage all applications through the recruitment process.
• Attend meetings, make a record of decisions, and follow up by entering tasks with deadlines and ownership in our project management system, obtaining missing information through research or pertinent staff.
Track progress and be thoroughly knowledgeable on our company initiatives and projects.
• Coordinate travel, hotel accommodations and meetings.
Research available options and set up off site meetings and meals as required.
• Set up and maintain various office files, logs, listings and manuals.
• Schedule meetings, travel arrangements and maintain calendars accordingly both electronic and paper.
• Organize and prioritize incoming email communications.
• Screen telephone calls; take messages; coordinate conference calls and Zoom meetings.
Back up main office phone for concierge and sales staff.
• Prepare expense reports for supported staff in a timely manner.
Ensure submissions are in line with corporate expense reimbursement policies.
• Support sales team with special project research and administrative tasks
• Be a team player, dealing effectively with co-workers and internal clients at all levels.
Requirements REQUIREMENTS
• Complete fluency in Microsoft’s Office Suite (Word, Excel, Powerpoint)
• A minimum of five years directly related experience in an advanced administrative position
• Exercises superior confidentiality, discretion, and judgement in sharing company details
• Fluency in and experience with CRM software
• Advanced knowledge and ability to complete data presentations, including but not limited to: reports, memos, proposals, charts, agreements, Power Point presentations
• Demonstrates excellent decision-making, analytical, and organizational skills
• Anticipates company needs and takes initiative to meet them
• Must be detailed-oriented and a fastidious note-taker, with dedication to follow-through
• Ability to multi-task, prioritize and manage the completion of projects in an efficient and timely manner with some supervision
• Superior written and verbal communication skills and impeccable phone demeanor
• High level of integrity and dependability
• A team player with high level of dedication
• Ability to work under strict deadlines WORKING CONDITIONS The Executive Administrator may work remotely with a monthly onsite (Portland, Ore.) meeting requirement.
Benefits The successful candidate will receive a competitive base salary and bonus.
Full medical, generous PTO and continuing education stipend.