Administrative Assistant

Applicantz; Tualatin (OR); On-site; USD 48,000 - 64,000; Full time

Job summary

Applicantz is seeking an on-site Administrative Assistant in Tualatin, OR to support a Corporate Vice President and a team of directors. The role requires handling calendars, travel, meetings, expense reports, and office coordination in a fast-paced environment.

Ideal candidates will have HS diploma, experience supporting executives, and proficiency in MS Office; Concur is preferred. On-site Monday–Friday with strong organizational and communication skills.

Qualifications

• Experience in a fast-paced professional environment supporting executives.
• Excellent calendar management and travel coordination abilities.
• Strong interpersonal skills and ability to work with diverse teams.

Responsibilities

• Manage complex executive calendars, including travel arrangements across US regions.
• Coordinate meetings, including customer, supplier, internal meetings and corporate events.
• Prepare expense reports and manage office supplies.
• Arrange domestic and international travel and itineraries with last-minute changes as needed.
• Partner with IT to ensure equipment is ready for meetings and events.
• Support annual holiday/employee events and other admin duties as needed.

Skills

MS Office

Concur

Education

HS diploma

Job description

This position is 100% on-site, Monday - Friday in Tualatin, OR. office

Provides analytical and specialized administrative support to relieve executive, administrative, and line and staff managers of complex details and advanced administrative duties. Executes special or continuous research and data analysis tasks. Analyzes problems, determines approach, compiles and analyzes data, and prepares reports/recommendations. Coordinates activities between departments and outside parties. Contacts company personnel at all organizational levels to gather information and prepare reports. Work is generally of a critical or confidential nature. Assignments may be found in various functional areas.

Skills

Looking for a highly motivated, energetic extrovert to influence the growth of one of the key enablers of the AI revolution and one of the top 50 companies in the S&P500. This is a fantastic Administrative Assistant opportunity working on-site at an industry-leading semiconductor equipment company located in Tualatin.

This role will support at least one Corporate Vice President as well as a small group of Director level executives. In this role, your primary focus will be to support leaders with activities such as:

• Complex calendar management including biweekly travel to two US regions
• Scheduling and preparing for customer meetings, supplier meetings, internal meetings and corporate events including catering, room preparation, etc., including coordination of availability with other meeting participants.
• Conference room scheduling and management
• Complex and frequent travel arrangement - domestic and international
• Preparation of expense reports
• Office supply management
• Restaurant reservations for customer meetings
• Partnering with IT to ensure technology is working properly - projectors in conference rooms, for example - for customer meetings and all employee meetings.
• Holiday party / all employee meeting planning and management
• Additional duties as needed and as candidate interest motivates

The ideal candidate has demonstrated prior experience working in a very fast-paced professional environment providing administrative support to executives. We’re looking for an expert problem solver who looks forward to challenges and deftly responds to minor crisis situations with professionalism and offers solutions and executes them with authority. We need someone who can remain calm during stressful situations, such as rebooking international travel at the last minute or revising an itinerary during a customer visit. We need an administrative assistant who is comfortable and capable of working with leaders with a diverse range of personal engagement styles. We value an administrative assistant who is comfortable pivoting, with short or no notice, from one project to another, based on business priorities.

Successful candidates will have a positive attitude, are eager to provide assistance, and can perform the job in a professional manner at all times. We’re looking for someone who enjoys, and is socially adept at building strong personal relationships with various individuals and corporate support organizations, such as IT, catering, facilities, security, and most of all, and most of all, the rest of the administrative assistant community regardless of region. We’re looking for someone who tends to say, "I am not sure at the moment, but I will find out and make it happen".

Proficiency in Microsoft Office products is required: Outlook, Teams, Word, Excel and PowerPoint. Proficiency in Concur is desired.

This position is in a group that has 900 employees, one Executive Admin and two other Administrative Assistants. Effective teamwork with the admin team is critical and required. The role reports to a Corporate Vice President but will primarily take direction from the Executive Administrator.

Dress code for this role is business casual most of the time but will require business casual+ during customer visits to the site.

Education

HS diploma. Must have experience in a similar role, preferable in the high tech / semiconductor industry.