Administrative Assistant

BW Design Group; Portland (OR); On-site; USD 45,000 - 60,000; Full time

Job summary

BW Design Group in Portland, Oregon, seeks an organized Administrative Assistant to support leaders and teams across offices. You will manage calendars, prepare materials, and coordinate travel as part of a collaborative, client-focused environment.

The role emphasizes discretion, multitasking, and strong communication to help driv e project success and smooth operations in a growing design firm.

Qualifications

• 3+ years of administrative or executive assistant experience in a fast-growing setting.
• Strong multitasking, organizational, and time-management skills.
• High level of professionalism and discretion with confidential information.
• Advanced proficiency in MS Office Suite/MS Visio and collaboration tools.
• Excellent written and verbal communication; ability to interact with stakeholders at all levels.

Responsibilities

• Greet visitors, manage front-desk operations, and coordinate reception tasks.
• Support calendars, schedule meetings, and help leaders stay organized.
• Prepare presentations, reports, and intranet content; manage materials.
• Coordinate travel itineraries and expense reporting.
• Assist with onboarding and ongoing administrative tasks.
• Maintain records, manage office supplies, and track costs for projects.
• Support internal and external communications and event coordination.

Skills

Administrative skills

Communication

Multitasking

Discretion

Time management

Relationship-building

Initiative

Education

Bachelor’s or associate’s degree in business administration or related field

High school diploma or equivalent

Tools

MS Visio

MS Office Suite

Microsoft Teams

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.