Executive Assistant

Jobtailor; Portland (OR); On-site; USD 42,000 - 62,000; Full time

Job summary

Jobtailor in Portland, OR seeks an experienced administrative assistant to support three area managers and their crews. You will handle confidential tasks, schedule meetings, and prepare agendas while maintaining calendars and records.

The role requires strong MS Office 365 skills, data handling ability, and a track record in coordinating office procedures. Applicants must be eligible to work in the US without visa sponsorship.

Qualifications

• Three years of clerical/secretarial experience.
• One year at a full performance level performing typing, word processing, or other document generation.
• Lead work responsibility or coordination of office procedures.
• Courses or training in office occupations or office technology may substitute for up to one year of clerical/secretarial experience, but not the one year at the full performance level.
• Experience providing dedicated administrative support to upper-level management.
• Knowledge of research techniques sufficient to collect, analyze, interpret and report data in narrative and statistical formats.
• Experience assisting professional staff with special projects and assignments related to project delivery, streamlining, process improvement or management issues.
• Demonstrated organizational skills.
• Advanced Microsoft Office 365 skills, including Word, Excel, PowerPoint and Outlook.
• Must be able to work in the US; visa sponsorship is not offered.

Responsibilities

• Provide confidential administrative and executive assistance.
• Support three area managers and crews with administrative tasks.
• Schedule appointments, meetings and conferences, and maintain calendars for high-level managers.
• Prepare meeting agendas and take minutes.
• Route paperwork for digital signatures.
• Maintain personnel records and organizational charts.
• Coordinate travel itineraries and accommodations.
• Assist hiring managers with recruitments.
• Purchase program-specific supplies and trainings.
• Manage multiple priorities and projects with frequent interruptions.
• Work in an office environment using a computer.
• Support transportation projects from start to finish.

Skills

Advanced MS Office 365

Data analysis

Research techniques

Multitasking

Communication

Tools

Typing

Word Processing

Document Generation

Minute Taking

Job description

• Provide confidential administrative and executive assistance


• Support three area managers and crews with administrative tasks


• Schedule appointments, meetings and conferences, and maintain calendars for high-level managers


• Prepare meeting agendas and take minutes


• Route paperwork for digital signatures


• Maintain personnel records and organizational charts


• Coordinate travel itineraries and accommodations


• Assist hiring managers with recruitments


• Purchase program-specific supplies and trainings


• Manage multiple priorities and projects with frequent interruptions


• Work in an office environment using a computer


• Support transportation projects from start to finish

Requirements

• Three years of clerical/secretarial experience


• One year at a full performance level performing typing, word processing, or other document generation


• Lead work responsibility or coordination of office procedures


• Courses or training in office occupations or office technology may substitute for up to one year of clerical/secretarial experience, but not the one year at the full performance level


• Experience providing dedicated administrative support to upper-level management


• Knowledge of research techniques sufficient to collect, analyze, interpret and report data in narrative and statistical formats


• Experience assisting professional staff with special projects and assignments related to project delivery, streamlining, process improvement or management issues


• Demonstrated organizational skills


• Advanced Microsoft Office 365 skills, including Word, Excel, PowerPoint and Outlook


• Must be able to work in the US; visa sponsorship is not offered


• Final candidates must undergo name-based criminal background checks and may be subject to additional pre-employment checks

Core Competencies

Demonstrates advanced administrative support capabilities, including proficiency in Microsoft Office 365 and strong organizational skills to manage multiple priorities and projects effectively. Experienced in providing dedicated assistance to upper-level management and coordinating office procedures.

Highest-signal resume keywords

• Advanced Microsoft Office 365 Skills


• Clerical/Secretarial Experience


• Organizational Skills


• Administrative Support to Upper-Level Management


• Project Delivery Assistance

Hard Skills

• Typing


• Word Processing


• Document Generation


• Research Techniques


• Data Analysis


• Statistical Reporting


• Meeting Agenda Preparation


• Minute Taking


• Personnel Record Maintenance


• Travel Coordination

Soft Skills

• Confidentiality


• Multi-Tasking


• Communication

Industry Keywords

• Administrative Assistance


• Office Procedures


• Project Management


• Process Improvement


• Recruitment Support