Executive Assistant

Mulberry Talent Partners; Portland (OR); On-site; USD 85,000 - 110,000; Full time

Benefits offered by this job

Health insurance

401k match

Paid holidays

Sick days

EAP

Job summary

Mulberry Talent Partners in Downtown Portland is seeking an experienced Executive Assistant to support a CEO, Executive Leadership Team, and Board of Directors. This high-visibility role combines concierge level administrative support with event planning and special projects.

You will manage calendars, travel, correspondence, prepare materials, coordinate board meetings, onboarding, and governance tasks. Strong communication, discretion, and the ability to handle multiple priorities are

Qualifications

• Associate degree or equivalent; business admin/communications preferred.
• 5+ years of executive administrative experience supporting CEO and board.
• Advanced MS Office 365 proficiency required.
• Strong written and verbal communication and governance support experience.
• Ability to travel for executive and board meetings.

Responsibilities

• Provide comprehensive administrative support to the CEO, including calendar management, meeting coordination, travel arrangements, and correspondence.
• Serve as a central point of contact for executive communications.
• Prioritize and manage incoming communications, correspondence, and requests on behalf of the CEO.
• Prepare, edit, proofread, and distribute executive communications, reports, presentations, and other materials for CEO, Executive Leadership Team and Board Members.
• Support Executive Leadership Team operations by coordinating meetings, communications, events, and administrative activities.
• Coordinate logistics, materials, communications, and meeting support for the Board of Directors and Board Committees.
• Assist with board member onboarding and governance-related administrative activities.
• Support board meetings, retreats, and special events through planning, coordination, and onsite assistance.
• Lead planning and execution of key organizational events, conferences, leadership meetings, and employee celebrations.
• Coordinate vendor relationships, event logistics, budgets, registrations, catering, facilities, and materials.
• Support cross-functional initiatives, special projects, and task-force activities assigned by executive leadership including organization wide surveys.
• Identify opportunities to improve administrative processes and enhance organizational efficiency.
• Serve as a Notary Public for organization.

Skills

Calendar management

Executive support

Event planning

Board governance support

Professional communication

Discretion & confidentiality

Vendor and stakeholder management

Education

Associate degree in Business Administration / Communications or related field

Tools

MS Office 365

Job description

What you should know:

Mulberry Talent Partners is proud to announce our partnership with a long-time client located in Downtown Portland seeking an experienced Executive Assistant. This is a legacy role, with a well-tuned workflow that has opportunity for new, fresh, and innovative ideas to best support an employee and community minded CEO, Executive Leadership Team, and dedicated Board of Directors. You will be a well-matched candidate if your instinct is to provide concierge style executive administrative support, you enjoy event planning and managing special project and have experience supporting a Board of Directors. Showcasing your executive communication skills, project execution abilities, and top-notch organization with ability to be resourceful will help you be a stand-out candidate. This is a highly visible role with opportunity to make a positive impact organization wide.

Key Responsibilities:

• Provide comprehensive administrative support to the CEO, including calendar management, meeting coordination, travel arrangements, and correspondence.


• Serve as a central point of contact for executive communications.


• Prioritize and manage incoming communications, correspondence, and requests on behalf of the CEO.


• Prepare, edit, proofread, and distribute executive communications, reports, presentations, and other materials for CEO, Executive Leadership Team and Board Members.


• Support Executive Leadership Team operations by coordinating meetings, communications, events, and administrative activities.


• Coordinate logistics, materials, communications, and meeting support for the Board of Directors and Board Committees.


• Assist with board member onboarding and governance-related administrative activities.


• Support board meetings, retreats, and special events through planning, coordination, and onsite assistance.


• Lead planning and execution of key organizational events, conferences, leadership meetings, and employee celebrations.


• Coordinate vendor relationships, event logistics, budgets, registrations, catering, facilities, and materials.


• Support cross-functional initiatives, special projects, and task-force activities assigned by executive leadership including organization wide surveys.


• Identify opportunities to improve administrative processes and enhance organizational efficiency.


• Serve as a Notary Public for organization.

Your Education, Skills and Experience:

• Associate degree in Business Administration, Communications, or related field.


• 5+ years of experience working as an Executive Administrative Assistant supporting a CEO, Executive Leadership Team and Board of Directors.


• Advanced proficiency in full suite of MS Office 365 applications.


• Proven event planning and project execution experience.


• Professional written and verbal communication skills.


• Ability to build positive relationships organization wide, with vendors, external contacts.


• Your workstyle is detailed, organized, resourceful, proactive, able to manage competing priorities with confidence using sound judgement, discretion and confidentiality.


• Able to travel as needed for executive and board meetings.

Compensation and Benefits:

Highly competitive base compensation and overall total rewards offering. Benefits include high quality, low-cost health plans for employees and dependents, vacation, paid holidays and sick days, impressive 401k with employer match, EAP, FSA, transit or parking support and much more.

A pre-employment drug screen and background check will be conducted upon accepted offer of employment.