Executive Assistant

Owen Equipment; Vancouver (WA); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Owen Equipment is seeking an experienced Executive Assistant to support the Executive Leadership Team. This role will manage calendars, travel, meetings, and confidential matters with discretion and professionalism.

The ideal candidate has 3+ years of executive support, strong organizational skills, and proficiency in MS Office, Outlook, and Teams. This is a remote role serving the Vancouver area with a fast-paced environment.

Qualifications

• 3+ years of executive administrative support experience, preferably supporting senior leadership
• Strong experience coordinating complex travel and executive logistics
• Exceptional organizational and time management skills with the ability to manage multiple priorities

Responsibilities

• Coordinate travel arrangements for the Executive Leadership Team, including flights, hotels, ground transportation, itineraries, meeting schedules, and travel changes
• Manage executive calendars and scheduling across multiple time zones, balancing shifting priorities and business demands
• Organize and coordinate Board of Directors meetings, executive meetings, leadership offsites, and company events, including logistics, meeting materials, agendas, catering, and venue coordination
• Prepare detailed travel itineraries, executive schedules, and meeting coordination documents to support efficient executive operations
• Handle sensitive and confidential business information with the highest level of discretion and professionalism
• Coordinate expenses, invoices, travel reconciliations, and administrative documentation for executive leadership
• Assist with special projects, executive initiatives, and cross-functional coordination as needed
• Build strong working relationships across departments, vendors, partners, and external stakeholders to support executive operations

Skills

Executive support

Travel coordination

Time management

Discretion

Communication

MS Office

Independent worker

Tools

Microsoft Office

Outlook

Teams

PowerPoint

Job description

Job Details

Job Location: Remote - Vancouver, WA 98684

Position Type: Full Time

Job Shift: Day

Position Summary

The Executive Assistant provides high-level administrative and operational support to the Executive Leadership Team (ELT), ensuring seamless coordination of executive priorities, communications, travel, meetings, and strategic initiatives. This role serves as a trusted partner to senior leadership and requires exceptional professionalism, discretion, organization, and judgment in handling highly confidential business and personnel matters.

The ideal candidate thrives in a fast-paced environment, anticipates needs before they arise, and effectively manages competing priorities while maintaining a high level of accuracy and responsiveness.

Key Responsibilities

• Coordinate travel arrangements for the Executive Leadership Team, including flights, hotels, ground transportation, itineraries, meeting schedules, and travel changes
• Manage executive calendars and scheduling across multiple time zones, balancing shifting priorities and business demands
• Organize and coordinate Board of Directors meetings, executive meetings, leadership offsites, and company events, including logistics, meeting materials, agendas, catering, and venue coordination
• Prepare detailed travel itineraries, executive schedules, and meeting coordination documents to support efficient executive operations
• Handle sensitive and confidential business information with the highest level of discretion and professionalism
• Coordinate expenses, invoices, travel reconciliations, and administrative documentation for executive leadership
• Assist with special projects, executive initiatives, and cross-functional coordination as needed
• Build strong working relationships across departments, vendors, partners, and external stakeholders to support executive operations

Qualifications/Experience

• 3+ years of executive administrative support experience, preferably supporting senior leadership or executive teams
• Strong experience coordinating complex travel and executive logistics
• Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously
• High level of professionalism, discretion, and confidentiality
• Excellent written and verbal communication skills
• Advanced proficiency in Microsoft Office Suite, Outlook, Teams, PowerPoint, and travel/calendar management tools
• Ability to work independently, anticipate needs, and adapt quickly in a fast-paced environment
• Experience supporting executive meetings, leadership events, and Board of Directors activities preferred