Executive Administrative Assistant #1024062

Dexian; Portland (OR); On-site; USD 45,000 - 48,000; Full time

Job summary

Dexian in Portland, OR is seeking an Executive Administrative Assistant with a strong track record in supporting senior leaders. You will manage calendars, coordinate travel, and handle confidential information with discretion.

The role requires fast pace, excellent communication, and superb organizational skills to ensure seamless operations. Responsibilities include meetings, events, travel arrangements, and cross-functional project support across departments.

Qualifications

• 5+ years of executive or senior admin support to senior leadership.
• Experience managing complex calendars and travel.
• Strong organizational and prioritization skills.
• Excellent written and verbal communication.
• Proficiency in Microsoft Office Suite.
• Ability to work independently with minimal supervision.
• Discretion with confidential information.

Responsibilities

• Manage complex executive calendars across multiple time zones.
• Coordinate domestic and international travel and prepare itineraries.
• Support travel arrangements and conference registrations.
• Handle confidential information with professionalism.
• Coordinate meetings for committees and external parties; draft minutes.
• Plan internal and external events and employee orientations.
• Maintain office operations and provide general admin support.
• Draft executive and office communications.
• Provide admin and project support for cross-functional groups.

Skills

Executive support

Calendar management

Travel coordination

Event planning

Verbal communication

Written communication

Project management

Attention to detail

Discretion

Tools

Microsoft Outlook

PowerPoint

Excel

Word

Job description

Title: Executive Administrative Assistant

Rate: $33/hr - $35/hr

Location: Portland, OR 97201

Duration: 3 Month Contract

Job Description:

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.