Executive Assistant - Supporting Owner, CEO and GM

Portland Timbers; Portland (OR); On-site; USD 55,000 - 75,000; Full time

Job summary

The Portland Timbers seek an Executive Assistant to provide high-level support to the Owner, CEO and GM. The role requires proactive, multi-tasking capability in a fast-paced environment, with strong interpersonal skills to build relationships across departments.

Responsibilities include calendar management, travel coordination, meeting and event planning, and confidential handling of information. Weekend game-day availability is often required.

Qualifications

• Bachelor’s degree or commensurate experience.
• 2–3 years of prior administrative work in a professional setting.
• Strong organizational skills and ability to handle confidential information.

Responsibilities

• Manage/maintain calendar for Owner, CEO and GM; coordinate meetings and agendas.
• Coordinate internal and external meetings, including room set-up and catering.
• Coordinate travel for Owner, CEO, GM and Front Office staff; be on call during travel.
• Arrange VIP group logistics on game days (parking, tickets, credentials, dinner reservations).
• Maintain executive suite schedule and organize meeting materials for presentations.

Skills

Calendar management

Travel coordination

Event planning

Executive support

Interpersonal skills

Confidentiality

Communication

Research

Deadline driven

Proactive

Education

Bachelor’s degree or commensurate experience

Tools

Video conferencing tools

Microsoft Office

Google Workspace

Job description

The Executive Assistant will provide a high level of support to the Owner, CEO and GM. They are expected to work in a highly collaborative manner with all of the different departments within the organization. The ideal candidate will work well in a fast-paced environment, be very proactive, and able to juggle multiple projects with competing deadlines on a regular basis. Very strong interpersonal skills and the ability to build strong working relationships internally and externally is critical.

Essential Functions/ Major Responsibilities

• Manage/ maintain Owner, CEO and GM calendar for appointments, calls, meetings etc.
• Put together all company meeting agendas
• Coordinate internal and external meetings, which includes room set-up, catering needs etc.
• Manage & coordinate all travel for Owner, CEO and GM & other Front Office staff when needed (this includes being on call during Owner, CEO and GM's travel time)
• Coordinate all logistics for VIP groups on game days (including but not limited to: parking, tickets, credentials, dinner reservations/ catering etc.)
• Manage and maintain Executive suite schedule
• Maintain high levels of confidentiality
• Manage and schedule a variety of meeting including online Meetings using several video call platforms
• Manage expenses on behalf of Owner, CEO and GM, including credit card reconciliation
• Organize and execute events that the CEO/Owner host at Providence Park
• Conduct extensive research when needed
• Occasionally perform personal assistant duties
• Act as the liaison between the staff and Owner, CEO and GM
• Manage and coordinate certain annual events, such as holiday party.
• Manage all hotel requests as needed
• Prepare presentations/ documents for meetings when needed

Requirements

• Attention to detail; strong organizational capability
• Available for game day work on weekends and off-hours needs
• Highly resourceful team-player, with the ability to work independently when needed
• Strong written and verbal skills
• Proven ability to handle confidential information
• Well versed and capable of using productivity tools and software
• Proven ability to meet deadlines
• Positive attitude and good interpersonal skills
• Resourceful in achieving objectives

Education

• Bachelor’s degree or commensurate experience

Experience

• 2-3 years Prior administrative work experience in a professional environment

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.