Executive Administrative Assistant

BCforward; Portland (OR); On-site; USD 65,000 - 90,000; Full time

Job summary

BCforward is seeking an Executive Administrative Assistant in Portland, OR for a 3-month contract. You will support senior leaders with highly organized calendar management, travel planning across time zones, and professional execution of meetings and events.

The role requires discretion with confidential information, strong written and verbal communication, and proficiency in Microsoft Outlook, PowerPoint, Excel, and Word.

Qualifications

• 5+ years of experience providing executive or senior administrative support to senior leadership.
• Experience managing complex executive calendars and travel.
• Strong organizational, project management, and prioritization skills.
• Exceptional written and verbal communication abilities.
• Advanced proficiency in Microsoft Outlook, PowerPoint, Excel, and Word.
• Experience coordinating meetings, events, conferences, and executive-level engagements.
• Ability to work independently with minimal supervision while exercising sound judgment.
• Proven ability to manage confidential information with discretion.
• Strong attention to detail and commitment to operational excellence.

Responsibilities

• Manage complex executive calendars, including scheduling meetings across multiple time zones and coordinating internal and external participants.
• Serve as an Executive Travel Coordinator for domestic and international travel including flights, hotels, transportation, itineraries, visas and travel documentation, budgets and invoices, and expense reports.
• Support travel arrangements, conference registration and other logistics as needed for assigned departments.
• Handle confidential and sensitive information with professionalism and discretion.
• Coordinate meetings for assigned Committees and internal groups as well as prospective clients and other external parties by preparing materials and presentations; tracking action items, approvals and follow-up actions; drafting and managing minutes; and handling meeting logistics.
• Plan and support internal and external events including logistics, materials, and technology needs for new employee orientation programs, Quarterly Townhalls, networking events, leadership programs, office functions, and other assigned events.
• Maintain efficient office operations and assist with facility-related needs and requests. Maintain common areas, conference rooms, and shared office spaces to ensure a professional work environment.
• Assist with visitor logistics and hospitality arrangements.
• Provide general administrative support to the office and broader team as business needs require.
• Assist with drafting executive, administrative, and office related communications.
• Provide administrative and project support for cross-functional committees and working groups.

Skills

Executive support

Calendar management

Travel coordination

Event coordination

Discretion

Communication

Tools

Microsoft Outlook

PowerPoint

Excel

Word

Job description

Job Title: Executive Administrative Assistant

Location: Portland, OR

Duration: Contract, initial 3-month contract with possible extension

As an Executive Administrative Assistant, you will be highly organized, proactive, and service-oriented in your support of senior leaders and departments. As a successful EA, you will manage multiple priorities in a fast-paced environment, thrive in a respectful team setting, and consistently demonstrate exceptional attention to detail, sound judgment, professionalism, and discretion with confidential information.

Job Responsibilities:

• Manage complex executive calendars, including scheduling meetings across multiple time zones and coordinating internal and external participants.
• Serve as an Executive Travel Coordinator for domestic and international travel including flights, hotels, transportation, itineraries, visas and travel documentation, budgets and invoices, and expense reports. Prepare detailed travel itineraries and monitor for travel disruptions, making adjustments as needed.
• Support travel arrangements, conference registration and other logistics as needed for assigned departments.
• Handle confidential and sensitive information with professionalism and discretion.
• Coordinate meetings for assigned Committees and internal groups as well as prospective clients and other external parties by preparing materials and presentations; tracking action items, approvals and follow-up actions; drafting and managing minutes; and handling meeting logistics.
• Plan and support internal and external events including logistics, materials, and technology needs for new employee orientation programs, Quarterly Townhalls, networking events, leadership programs, office functions, and other assigned events.
• Maintain efficient office operations and assist with facility-related needs and requests. Maintain common areas, conference rooms, and shared office spaces to ensure a professional work environment.
• Assist with visitor logistics and hospitality arrangements.
• Provide general administrative support to the office and broader team as business needs require.
• Assist with drafting executive, administrative, and office related communications.
• Provide administrative and project support for cross-functional committees and working groups.

Required qualifications, capabilities and skills:

• 5+ years of experience providing executive or senior administrative support to senior leadership.
• Demonstrated experience managing complex executive calendars and travel.
• Strong organizational, project management, and prioritization skills.
• Exceptional written and verbal communication abilities.
• Advanced proficiency in Microsoft Outlook, PowerPoint, Excel, and Word.
• Experience coordinating meetings, events, conferences, and executive-level engagements.
• Ability to work independently with minimal supervision while exercising sound judgment.
• Proven ability to manage confidential information with discretion.
• Strong attention to detail and commitment to operational excellence.