Administrative Assistant

Barry-Wehmiller Companies Inc.; Lake Oswego (OR); On-site; USD 42,000 - 54,000; Full time

Job summary

Barry-Wehmiller Design Group, part of Barry-Wehmiller Companies Inc., seeks an Administrative Assistant to provide day-to-day support in our Portland, Oregon office. You will join a 45-office network and collaborate with leaders, technical specialists, and professionals to empower growth.

You will organize schedules, prepare materials, manage communications, and coordinate travel while maintaining discretion and accuracy in handling sensitive information.

Qualifications

• 3+ years of administrative or executive assistant experience, preferably in a growing consulting firm or professional services.
• Proactive, independent, collaborative, and able to work with leaders at all levels.
• Strong verbal and written communication skills.
• Excellent organizational and time-management abilities with competing priorities.
• Discretion handling confidential information.
• Experience with MS Office and collaboration tools (Teams).
• Notary Public certification or willingness to obtain within 90 days of hire.

Responsibilities

• Serve as a welcoming point of contact at front desk and for visitors, recruits, vendors, and team members.
• Manage calendars, schedule meetings, and help leaders stay organized.
• Prepare presentations, reports, and other business materials.
• Coordinate meetings, agendas, logistics, and follow-ups.
• Support onboarding of new team members and interview processes.
• Maintain and organize electronic and physical records and files.
• Arrange domestic travel and manage itineraries and expenses.
• Protect confidential information with discretion.
• Collaborate with administrative team to provide seamless coverage.

Skills

Administrative experience

Multitasking

Communication

Discretion

Notary Public certification

Education

High school diploma or equivalent

Bachelor’s or associate’s degree in business administration

Tools

MS Office Suite

MS Visio

Teams

Job description

About Us:

BW Design Group is a fully integrated architecture, engineering, construction, system integration, and consulting firm committed to helping our clients realize their most critical goals from Strategy to Commercialization. As the only firm born from a manufacturing technology company to become an independent and fully integrated firm, we combine deep domain expertise in the manufacturing environment with an approach that is built to serve the dynamic needs of our clients. Rooted in our distinct culture of Truly Human Leadership, we cultivate the leaders who will define tomorrow and partner with our clients in the food & beverage, life sciences, industrial, and advanced technology industries to build the future of manufacturing and technology. Barry-Wehmiller is a diversified global supplier of engineering consulting and manufacturing technology for the packaging, corrugating, sheeting and paper-converting industries. By blending people-centric leadership with disciplined operational strategies and purpose-driven growth, Barry-Wehmiller has become a $3 billion organization with nearly 12,000 team members united by a common belief: to use the power of business to build a better world.

Job Description:

We are seeking an organized, proactive, and detail-oriented Administrative Assistant to provide day-to-day support across our office. This is a great opportunity for a mid-level administrative professional looking to build on their experience supporting teams, clients, and leadership in a collaborative environment. You will join one of our 45 offices in the US, be part of a committed team of over 1,500 professionals, and work in teams independently. You will be welcomed into a rapidly growing business and team and empowered to make an impact. You will be valued, cared for, and challenged on your path to becoming a world-class professional and surrounded by leaders who are committed to creating an environment that enables you to realize your own success and fulfillment. When you join Design Group as an Administrative Assistant, you join a team that will challenge and position you for growth. In this role, you will support industry experts to help the world’s leading companies solve their most difficult problems. You will join our Portland, OR office and partner with seasoned leaders, technical specialists, and subject matter experts.

Key Responsibilities

• Work from the Portland reception desk and serve as a welcoming point of contact for clients, visitors, recruits, vendors, and team members
• Assist with day-to-day business and administrative operations, under general supervision and act on own initiative
• Make daily impact with your skills and expertise
• Serve as first point of contact for visitors and clients; manage reception, office, kitchen, and conference room readiness as needed
• Provide general administrative support to executives, leadership, team members, clients; tailoring approach to each’s priorities and working style
• Manage calendars, schedule meetings, and help leaders stay organized and prepared
• Coordinate meetings, including agendas, materials, logistics, lunches, and follow-up
• Support interview process and onboarding of new team members
• Prepare and format presentations, reports, and other business materials
• Create, update, and upload articles to company intranet
• Serve as a professional point of contact for internal and external stakeholders, routing requests and ensuring timely follow-through
• Provide accurate and organized solutions
• Coordinate team meetings, offsites, client meetings, and company events & celebrations
• Track deadlines, action items, and follow-ups
• Receive and distribute incoming mail; manage outgoing shipments and correspondence
• Maintain and organize electronic and physical records and files
• Monitor, maintain, restock office and kitchen supply inventory as needed
• Track material costs utilized by office and project teams, generating monthly reports
• Assist with project setup and tracking in internal systems
• Enter and update information accurately in company databases
• Maintain internal badge program, contact for building maintenance
• Arrange domestic travel and manage itineraries and expenses
• Support emergency action plan updates and communications
• Handle confidential and sensitive information with discretion and professionalism
• Partner with other administrative team members to provide seamless coverage
• Provide additional administrative and operational support as needed

Qualifications

• 3+ years of administrative or executive assistant experience, preferably working in a rapidly growing consulting firm or professional services organization
• An energetic, independent, influential, and collaborative spirit
• Strong verbal and written communication skills
• Exceptional multitasking, organizational, and time-management skills; able to manage competing priorities and deadlines
• High level of professionalism and discretion with confidential information
• Advanced proficiency in MS Office Suite/MS Visio and collaboration tools (e.g., Teams, etc.)
• Strong relationship-building skills; comfortable interacting with stakeholders at all levels
• Self-motivated, proactive, and comfortable taking initiative
• Adaptable to changing priorities in a fast-paced, candid environment that values innovation and follow-through
• Curiosity and willingness to use AI and emerging technologies to work smarter
• High school diploma or equivalent
• Bachelor’s or associate’s degree in business administration or related field (preferred)
• Nice to Have Experience in related industry (e.g., professional services, engineering/construction)
• Notary Public certification, or willingness to obtain one within 90 days of hire

Our culture and commitment to our people is what sets us apart.

We foster an environment of mutual respect, integrity, and unconditional interest in the individual and collective success of our professionals. Our model and entrepreneurial mindset offer a rewarding, challenging, and highly flexible path. As an Administrative Assistant, you will build a meaningful and fulfilling career with the support of professional development resources and mentorships including our First Year Experience program, Individual Development Plans, and Career Path resources and tools. You will also be surrounded by exceptional talent who will support your personal and professional development and growth in alignment with our people-centric culture. #LI-TT

At Barry-Wehmiller we recognize that people come with a wealth of experience and talent beyond just the technical requirements of a job. If your experience is close to what you see listed here, please still consider applying. We know that our differences often can bring about innovation, excellence and meaningful work—therefore, people from all backgrounds are encouraged to apply to our positions. Please let us know if you require reasonable accommodations during the interview process. Barry-Wehmiller is an equal opportunity employer. M/F/D/V This organization uses E-Verify. Applicants may be subject to pre-employment screening which may include drug screening, reference checks, employment verifications, background screening and/or skills assessments.