Executive Assistant

Jobtailor; Oregon (WI); Hybrid; USD 85,000 - 110,000; Full time

Benefits offered by this job

Work-from-home options

Job summary

Jobtailor is seeking an experienced executive administrative professional to support senior leaders in a dynamic, fast-paced environment. The role emphasizes polished written materials, calendar and travel coordination, expense reporting, and cross-functional collaboration.

The ideal candidate will have 7+ years of experience, advanced MS Office skills, and a track record of handling confidential information with discretion.

Qualifications

• 7+ years of executive administrative experience supporting senior leaders.
• Proficiency with Microsoft Office and collaboration tools.
• Excellent written communication and editing skills.
• Ability to prepare polished executive materials.
• Experience with budget, expense, and reporting data.
• Strong interpersonal skills and cross-functional collaboration.
• Comfort with AI-enabled tools where appropriate.

Responsibilities

• Provide comprehensive executive administrative support, including drafting, editing, formatting, and preparing correspondence and reports.
• Manage executive communications, prioritize inquiries, and escalate issues as needed.
• Coordinate calendars, meetings, travel, and meeting materials for executives and Board.
• Maintain expense records and assist with budget and operational reporting.
• Prepare agendas, capture decisions, and distribute follow-up materials.
• Collaborate with Administrative and Executive Assistant teams; provide backup support.

Skills

Executive administrative support

Microsoft Office proficiency

Strong written communication

Budget and expense management

Interpersonal skills

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

• Provide comprehensive executive administrative support, including drafting, editing, proofreading, formatting, and preparing correspondence, reports, presentations, meeting materials, and memoranda
• Manage executive communications and stakeholder interactions, prioritizing requests, routing inquiries, resolving routine matters, and escalating issues appropriately
• Manage follow-up communications, records, scheduling, office coordination, and workflow organization
• Handle sensitive information appropriately and ensure timely responses
• Prepare meeting agendas, capture decisions and action items, distribute follow-up materials, and support executive, leadership, and Board-related meetings
• Maintain accurate expense records and compile expense reports
• Support budget, expense, invoice, and operational reporting processes
• Strategically manage executive calendars, leadership meeting cadence, travel logistics, and related arrangements
• Draft correspondence, memoranda, reports, and presentation materials on behalf of or in support of executives
• Coordinate special projects and executive priorities, including meetings, conferences, events, presentations, reports, research, data compilation, and follow-up tracking
• Collaborate with the Administrative and Executive Assistant team and supported executives
• Provide backup support to other administrative team members as needed

Requirements

• 7+ years of increasingly responsible executive administrative experience supporting senior leaders, or an equivalent combination of education and experience
• Proficiency in Microsoft Office applications and collaboration tools, including Outlook, Teams, Word, Excel, and PowerPoint
• Strong written communication, editing, and business grammar skills
• Ability to prepare polished executive-level materials
• Comfort working with basic financial, budget, expense, and reporting information
• Strong interpersonal skills and ability to build collaborative relationships across all organizational levels
• Ability to make sound, independent decisions and exercise initiative with confidence
• Solid understanding of corporate organization and structure
• Experience using modern productivity tools, including AI-enabled tools where appropriate, highly desired
• Must reside within commutable distance of the Portland, Oregon or Vancouver, Washington offices, or be willing to relocate
• Wired internet connection required for work-from-home options; satellite or cellular connections are not accepted
• Minimum internet speed requirements: 5Mb upload and 10Mb download
• Access to a personal mobile device required for Multi-Factor Authentication
• Background check required

Core Competencies

Demonstrates extensive executive administrative support capabilities, including proficiency in Microsoft Office applications and strong written communication skills. Effectively manages executive communications, scheduling, and sensitive information while collaborating across organizational levels.

Highest-signal resume keywords

• Executive Administrative Support
• Microsoft Office Proficiency
• Strong Written Communication
• Budget and Expense Management
• Interpersonal Skills

ATS Optimization Keywords

Hard Skills

• Drafting
• Editing
• Proofreading
• Formatting
• Expense Reporting
• Meeting Coordination
• Data Compilation
• Decision Making
• Corporate Organization Understanding
• AI-Enabled Tools

Soft Skills

• Strong Interpersonal Skills
• Initiative
• Collaboration

Industry Keywords

• Executive Communications
• Stakeholder Interactions
• Office Coordination
• Workflow Organization
• Leadership Meetings

Tools & Technologies

• Microsoft Outlook
• Microsoft Teams
• Microsoft Word
• Microsoft Excel
• Microsoft PowerPoint