Administrative Assistant : 203114

HKA Enterprises, Inc.; Portland (OR); Hybrid; USD 48,000 - 64,000; Full time

Job summary

HKA Enterprises, Inc. is seeking an experienced administrative assistant to support multiple project teams in a hybrid Portland environment.

You will coordinate meetings, manage notes, materials, and digital workflows, and keep data and communications flowing between engineers, designers, and managers. The role emphasizes detail orientation, strong written and verbal communication, and the ability to juggle priorities across stakeholders.

Qualifications

• Five+ years of administrative assistant or relevant experience.
• Proficiency with Microsoft Outlook, Word, Excel, and Teams.
• Strong digital organization, written and verbal communication, attention to detail.
• Ability to take direction from multiple stakeholders and work collaboratively.

Responsibilities

• Schedule and coordinate virtual and in-person meetings.
• Prepare, format, and distribute meeting notes and materials.
• Coordinate meetings, trainings, team events, food orders, and other logistics.
• Manage data, files, emails, tasks, and digital workflows.
• Communicate with coworkers and project teams remotely and onsite.
• Provide general administrative support and help maintain an inclusive team environment.

Skills

Administrative experience

Multitasking

Communication

Office suite

Education

High school diploma or GED

Tools

SharePoint

OneNote

PowerPoint

Microsoft 365

Job description

Support the teams coordinating complex facility projects. You'll work with construction engineers, designers, and project managers, keeping meetings, notes, materials, digital workflows, and team logistics organized. This role suits an experienced administrative professional who likes managing details and helping multiple stakeholders stay connected.

KEY RESPONSIBILITIES

• Schedule and coordinate virtual and in-person meetings.
• Prepare, format, and distribute meeting notes and materials.
• Coordinate meetings, trainings, team events, food orders, and other logistics.
• Manage data, files, emails, tasks, and digital workflows.
• Communicate with coworkers and project teams remotely and onsite.
• Provide general administrative support and help maintain an inclusive team environment.

REQUIRED QUALIFICATIONS

• High school diploma or GED.
• At least 5 years of administrative assistant or relevant experience.
• Proficiency with Microsoft Outlook, Word, Excel, and Teams.
• Strong digital organization, written and verbal communication, attention to detail, and ability to manage multiple priorities.
• Ability to take direction from multiple stakeholders and work collaboratively.

PREFERRED QUALIFICATIONS

• Experience in a large or global enterprise environment.
• Familiarity with SharePoint, OneNote, and PowerPoint.
• At least 1 year of experience supporting engineering or construction teams.
• A strong customer-service mindset and interest in helping others.

WORK ENVIRONMENT

• Hybrid schedule with at least 2 days per week in a Portland-area office. Additional onsite work may be needed to support business needs.
• Ability to lift up to 25 pounds as needed.

WORK AUTHORIZATION

• Applicants must be authorized to work for any employer in the US. We are unable to sponsor or take over sponsorship of an employment visa at this time.