Administrative Assistant - Part-time

Timber Products Company Career Center; Springfield (OR); On-site; USD 22,000 - 32,000; Part time

Job summary

Timber Products Company Career Center in Oregon's Springfield area seeks a part-time executive assistant to provide high-level administrative and personal support to three Company Partner/Owners. The role requires discretion, superb organization, and the ability to anticipate needs in a fast-paced, confidential environment.

Typical duties include managing calendars, arranging travel, coordinating meetings, processing expenses, and handling payments.

Qualifications

• Experience supporting C-suite or family office beneficial.
• Ability to handle highly confidential information with discretion.
• Strong organizational and multitasking skills.

Responsibilities

• Provide administrative and executive support to Partner/Owners.
• Coordinate business and personal travel, including itineraries.
• Manage calendars and schedule meetings.
• Prepare expense and mileage reports.
• Coordinate payment of personal and business bills.
• Provide administrative support and coverage for Springfield office.
• Support U of O Athletics-related responsibilities as needed.
• Back up Administrative Assistant/Reception duties.

Skills

Executive support

Notary services

Travel coordination

Calendar management

Discretion/confidentiality

Job description

POSITION SUMMARY:
This position provides high-level administrative, executive, and personal support to three Company Partner/Owners, serving as a trusted resource in managing the wide range of responsibilities that span both business and personal matters. The role requires exceptional organization, discretion, responsiveness, and the ability to anticipate needs and manage priorities in a fast-paced, highly confidential environment.

Because of the close connection between the Company and its family/partner ownership, this position requires flexibility and sound judgment when navigating the crossover between business and personal responsibilities while maintaining the highest level of confidentiality and professionalism at all times.

Part time, Monday-Friday. Must be able to work all hours in the office. Hybrid/remote work is not available.

MAJOR TASKS:
Business Partner Support

• Provide administrative and executive support to Company Partner/Owners, managing a range of business and personal responsibilities.
• Serve as a trusted point of contact for the Partner/Owners, responding to requests, anticipating needs, coordinating follow-up, and ensuring commitments and priorities are addressed.
• Coordinate business and personal travel, including transportation, accommodations, reservations, detailed itineraries, scheduling, and logistical arrangements.
• Manage owner requests and unanticipated projects, often requiring independent research, coordination, problem-solving, and timely execution.
• Coordinate personal and business appointments, meetings, reservations, and other scheduling needs.
• Maintain written and electronic calendars to ensure schedules remain accurate, and synchronized.
• Organize, prepare, and submit expense and mileage reports on behalf of the Partner/Owners.
• Coordinate payment of personal and business bills and assist with related administrative and financial tasks.
• Coordinate Family Partner meetings
• Provide administrative support for U of O Athletics-related responsibilities, including Autzen Suite setup, ticket distribution, basketball ticket distribution, and ongoing coordination and relationship management with DAF staff.
• Maintain Notary Public certification and provide notarial services for the Partner/Owners and Company as needed.
• Provide administrative support and coverage for the Springfield office.
• Provide backup support for the Administrative Assistant/Reception function to ensure continuity of office operations.
• Coordinate and complete special projects and other assignments as directed
• Maintain a high level of responsiveness, flexibility, and attention to detail while supporting the evolving needs of the Partner/Owners and their families.
• Perform other duties and responsibilities as assigned.