Executive Assistant

Les Schwab Tire Centers; Bend (OR); On-site; USD 70,000 - 95,000; Full time

Job summary

Les Schwab Tire Centers in Bend, OR is seeking an experienced Executive Assistant to partner with multiple Vice Presidents, handling confidential information with discretion and professional judgment. You will manage complex calendars, draft internal communications, coordinate meetings and travel, and provide cross‑functional support to keep executives aligned with company priorities.

The role requires proactive problem solving, strong organizational skills, and the ability to navigate a

Qualifications

• 2+ years of progressively responsible executive assistant experience.
• Experienced in Google Workspace (Gmail, Docs, Sheets, Slides).
• Demonstrates discretion, confidentiality and strong organizational skills.

Responsibilities

• Calendar management for multiple VPs and critical project timelines.
• General administrative support including internal communications and expense reports.
• Meeting administration including agendas, minutes, and materials.
• Travel administration including domestic and international logistics and itineraries.
• Project support, proofreading and coordination across departments.

Skills

Calendar management

Discretion/confidentiality

Google Workspace

Communication

Problem solving

Tools

Gmail

Docs

Sheets

Slides

Job description

Job Description

Position Summary

Act as a vital strategic partner to multiple Vice Presidents, contributing to an efficient and strategically aligned operational framework. Serve as a vital communication link, establishing trust through anticipating needs, discerning challenges, and navigating complexities. Support effective communications between departments, stakeholders, and executives. This role requires a high degree of confidentiality and professional judgement. This role requires a broad, proactive mindset, supporting both the needs of assigned executives, but also the leadership team and Company as a whole.

Primary Responsibilities/Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions/primary responsibilities.

• 25% - Calendar Management: Comprehensive oversight of complex calendars for multiple VPS, alongside critical project timelines. The Executive Assistant must demonstrate composure and concentration while adapting schedules and gathering input to reprioritize deadlines, if appropriate. Proactive management of executive time, ensuring efficiency and the seamless navigation of conflicts. Requires the ability to make rapid decisions regarding schedule adjustments and deadline prioritization, with a clear understanding of the broader organizational impact.
• 35% - General Administrative Support: Execution of a wide range of administrative functions supporting executive operations. Responsibilities include, but are not limited to, preparation of internal communications on behalf of the executive such as routine company memos and reports. Proactively manage follow-up communication with both internal and external partners, providing a consistently high level of service and ensuring all communication is aligned with the Company's objectives. Expense report management, coordination of new hire integration (including detailed itineraries, onboarding protocols, and compliance checklists). Reception/phone coverage (1-2 hours week, occasionally more for PTO coverage).
• 15% - Meeting Administration: Coordinate and manage occasionally complex meeting logistics for executive leadership and key stakeholders, encompassing both on-site and off-site engagements. Support meeting preparations, including the development of agendas, the compilation of presentation materials, and supporting documentation. Accurately record and distribute meeting minutes, ensuring key decisions and action items are effectively captured. Take meeting minutes and provide real-time support in the meeting as needed.
• 15% - Travel Administration: Support executive travel planning, including domestic and international logistics, with focus on efficiency. Develop and manage travel itineraries for Executives. Proactively anticipate travel needs, navigate the logistical challenges, and cultivate strong relationships with external vendors to ensure seamless, high-quality, and cost-effective travel experiences.
• 10% - Project Support: Provide administrative support, as needed, for company projects and initiatives. This may include proofreading, editing and finalizing of materials for projects as assigned to support executive priorities. Promote interdepartmental collaboration and foster partnerships with cross-functional teams.

Minimum Education & Skills Required

• Educational/Experience Requirements: 2+ years of progressively responsible executive assistant experience.
• Required Technical Skills/Knowledge: Experienced in Google Workspace (Gmail, Docs, Sheets, Slides). Demonstrates fluency in emerging technologies. Forward-thinking mindset, with capacity to integrate innovative technology solutions.
• General Knowledge and Abilities: Demonstrates an understanding of business operations and possesses the ability to exercise judgment, discretion, and confidentiality in all matters. Exhibits high level organizational and time management skills, the ability to navigate multiple, high-priority tasks and meet deadlines within a demanding, fast-paced environment. Communicates effectively, both verbally and in writing, demonstrating attention to detail. Employs proactive, strategic problem-solving and decision-making capabilities. Thrives in both collaborative team environments and operates with autonomy.

Physical Requirements

Walking, sitting, standing, keyboard work

Work Environment

Office

This job description is not all inclusive and is subject to change. Additional duties, responsibilities, and tasks may be assigned, as necessary. Employment remains “AT WILL” at all times.