Executive Assistant

Mackenzie Inc.; Portland (OR); Hybrid; USD 68,000 - 78,000; Full time

Benefits offered by this job

Cigna Traditional PPO

Cigna High Deductible Health Plan

Flexible Spending Account

Paid Time Off

Company-Funded Profit-Sharing Plan/401

Bonus Programs

Disability and Life Insurance

Supplemental Insurance Options through

Bonus Programs

Job summary

Mackenzie Inc. in Portland, OR, is seeking an Executive Assistant to partner with the Board of Directors and executive leadership, delivering high-level administrative, operational, and strategic support.

You will manage complex calendars, coordinate communications, plan meetings and travel, and maintain confidential records while upholding governance standards and cross-functional collaboration. The role requires exceptional organization, proactive problem-solving, and the ability to thrive in

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 3 to 6 years of executive support experience with C-suite or Board exposure.
• Experience managing confidential and sensitive information.
• Advanced proficiency with Microsoft 365 apps (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational, project management, and problem-solving abilities.
• Ability to manage multiple priorities with exceptional attention to detail.

Responsibilities

• Provide comprehensive administrative support to the Board and executive leadership.
• Manage complex calendars, prioritize demands, coordinate multi-time-zone meetings.
• Prepare executive presentations, reports, agendas, and briefing materials.
• Coordinate travel arrangements, itineraries, and expense reporting.
• Screen and prioritize communications, ensuring timely responses and follow-through.
• Anticipate needs and resolve scheduling, logistical, and admin challenges.
• Coordinate all Board and committee meetings, scheduling and logistics.
• Prepare and distribute Board materials, agendas, minutes, and resolutions.
• Maintain Board governance records per policies and regulatory requirements.
• Track Board actions and follow-up items to completion.
• Manage secure communications and confidential Board documents.
• Support annual Board planning, orientation, and governance initiatives.
• Develop systems to improve executive office efficiency.
• Gather information and prepare reports, dashboards, and presentations for exec review.
• Coordinate executive meetings, leadership retreats, and company events.
• Participate in process improvements to enhance executive support.

Skills

Bachelor's degree or equivalent

Executive support

Confidential information handling

Microsoft 365 proficiency

Written & verbal communication

Organizational & PM skills

multitasking & detail-orientation

Education

Bachelor's degree or equivalent

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

The Executive Assistant serves as a trusted partner to the Board of Directors and the executive leadership team, providing high-level administrative, operational, and strategic support. This role is responsible for managing complex schedules, coordinating executive communications, facilitating Board of Directors activities, and ensuring the seamless execution of critical organizational priorities.
The ideal candidate is exceptionally organized, proactive, resourceful, and capable of exercising sound judgment while handling highly confidential information. This position requires strong relationship management skills, executive presence, and the ability to operate effectively in a dynamic, fast-paced environment.

Essential Duties and Responsibilities

Support

• Provide comprehensive administrative support to the Board and designated members of the executive leadership team.
• Manage complex calendars, prioritize competing demands, and coordinate meetings across multiple stakeholders and time zones.
• Prepare and manage executive correspondence, presentations, reports, agendas, and briefing materials.
• Coordinate executive travel arrangements, including transportation, accommodations, itineraries, and expense reporting.
• Screen and prioritize communications, ensuring timely responses and appropriate follow-through.
• Anticipate executive needs and proactively resolve scheduling, logistical, and administrative challenges.

Board of Directors Administration

• Coordinate all Board of Directors and committee meetings, including scheduling and logistics.
• Prepare, compile, and distribute Board materials, agendas, resolutions, minutes, and supporting documentation.
• Maintain Board records and governance documentation in accordance with organizational policies and regulatory requirements.
• Track Board actions, resolutions, and follow-up items to ensure timely completion.
• Manage secure communication channels and confidential documentation for Board members.
• Support annual Board planning activities, orientation programs, and governance initiatives.

Strategic and Operational Support

• Assist with the coordination and execution of key organizational initiatives and special projects.
• Monitor deadlines, priorities, and deliverables across executive leadership teams.
• Develop and maintain systems to improve executive office efficiency and effectiveness.
• Gather information and prepare reports, dashboards, and presentations for executive review.
• Coordinate executive meetings, leadership retreats, and company-wide events.
• Participate in process improvement initiatives and recommend enhancements to executive support functions.

Communication and Relationship Management

• Serve as a professional representative of the executive office.
• Build positive working relationships with Board members, senior leaders, employees, community partners, and external stakeholders.
• Facilitate communication between executives and various departments to promote effective collaboration.
• Maintain strict confidentiality regarding organizational, employee, financial, and governance matters.

Required Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 3 to 6 Years of experience providing executive support, preferably supporting C-suite executives and/or a Board of Directors.
• Demonstrated experience managing confidential and sensitive information.
• Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational, project management, and problem-solving abilities.
• Ability to manage multiple priorities while maintaining exceptional attention to detail.

Preferred Qualifications

• Experience supporting a CEO, President, Executive Director, or senior executive team.
• Experience coordinating Board governance activities and maintaining official records.
• Knowledge of corporate governance best practices.
• Project management certification or formal project management experience.
• Attention to Detail
• Time and Priority Management

Success Measures

Success in this role will be demonstrated through

• Effective management of executive and Board operations.
• Timely and accurate preparation of Board and executive materials.
• High levels of executive and Board satisfaction.
• Efficient coordination of strategic projects and initiatives.
• Maintenance of confidentiality, professionalism, and organizational trust.

Pay range: $68,000 to $78,000

At Mackenzie, we work a hybrid office schedule; all staff work in-office Tuesday, Wednesday, and Thursday, with an option to work from home on Mondays and Fridays.

We are an equal opportunity employer.

Benefits:

At Mackenzie, we invest in the well-being of our employees, both in and outside the workplace. Over the course of 60+ years in business, Mackenzie has created a vibrant employee culture.

By providing support for young families, and a transition plan for those nearing retirement, we nurture professional development through every stage of a long career.

We foster an active culture, engaging in our community and taking advantage of local sports, recreational, and cultural events.

• Cigna Traditional PPO
• Cigna High Deductible Health Plan
• Flexible Spending Account
  • Health
  • Dependent Care
• Paid Time Off
  • Typical Paid Holidays
  • Two Floater Holidays
  • 18 days of Paid Time Off earned per year
  • Paid Volunteer Time
• Transportation Benefits Options
• Company-Funded Profit-Sharing Plan/Employee 401k
• Bonus Programs
• Disability and Life Insurance
• Supplemental Insurance Options through Mutual of Omaha

For additional information, please click here for our benefits flyer.

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