Lead Executive Assistant and Office Manager

Rule42; Lake Oswego (OR); On-site; USD 65,000 - 90,000; Full time

Job summary

Rule42 in Lake Oswego, Oregon, is seeking a Lead Executive Assistant and Office Manager to support our CEO and founder. You will manage the CEO's calendar, travel, meetings, and events, ensuring flawless coordination and communication across the leadership team.

This role combines high-level calendar mastery with hands-on office operations, vendor management, and facilities oversight in a small but fast-paced company.

Qualifications

• 5+ years of progressively responsible experience in executive assistant or senior administrative roles, including substantial experience supporting a CEO or senior executive.
• Ability to manage complex calendars, meetings, travel arrangements, expenses, and correspondence with high accuracy.
• Excellent organizational and time-management skills with the ability to work independently.
• Strong judgment and discretion handling confidential information.
• Professional presence and ability to interact with executives, employees, customers, vendors, and stakeholders.
• Experience overseeing day-to-day office operations, facilities, and events.
• Proficiency with Microsoft 365 and common collaboration tools.

Responsibilities

• Manage all aspects of the CEO’s work from an administrative perspective, including calendar, booking and travel, setting up and executing internal and external meetings and events.
• Anticipate and resolve issues to ensure flawless management of the CEO’s calendar and responsibilities.
• Work independently with judgment to ensure planned, communicated days and weeks.

Skills

Calendar management

Executive support

Office management

Communication

Vendors coordination

Discretion and confidentiality

Education

Bachelor's degree in business administration, communications, or related field

Tools

Microsoft 365

Job description

Title

Lead Executive Assistant and Office Manager

Job type

Full-time employee; 4-days minimum each week on site

Location(s)

Lake Oswego, Oregon

Overview

This Lead Executive Assistant and Office Manager role for Rule42, North America Inc. (“Rule42” or the “Company”) is an exciting, hands-on opportunity to support our CEO and Founder, Renee James, and her growing Company and extraordinary team dedicated to the mission of empowering amateur athletes to be discovered. Come take the field with our Rule42 team!

Description

Responsibilities

• Manage all aspects of the CEO’s work from an administrative perspective, including calendar, booking and travel, setting up and executing internal and external meetings and events.
• Anticipate and resolve issues to ensure the flawless management of the CEO’s calendar and all professional responsibilities.
• Work independently and exercise smart judgment and discretion to ensure each day and week is well planned out and communicated exquisitely.
• Manage all administrative aspects of the office, including making arrangements with vendors, managing the kitchen and required orders and deliveries, and managing events and face to face meeting logistics and communication.
• Communicating exquisitely with the CEO, leadership team and employees in the day-to-day operation of the Company.

Required Qualifications

• 5+ years of progressively responsible experience in executive assistant, senior administrative, office management, or similar roles, including substantial experience supporting a CEO, President, founder, or other senior executive.
• Demonstrated ability to manage complex calendars, meetings, travel arrangements, expenses, correspondence, and competing priorities with exceptional accuracy and follow-through.
• Exceptional organizational, time-management, communication, and interpersonal skills, with the ability to work independently and anticipate needs before they arise.
• Excellent judgment and discretion in handling confidential, sensitive, and business-critical information.
• Strong professional presence and the ability to interact effectively with executives, employees, customers, vendors, and other internal and external stakeholders.
• Demonstrated ability to manage day-to-day office operations, including facilities, office supplies, vendors, equipment, visitors, meetings, and office events.
• Strong proficiency with Microsoft 365 and common business collaboration, scheduling, and productivity tools.
• Demonstrated resourcefulness, problem-solving ability, attention to detail, and ability to remain calm and effective in a fast-paced, changing environment.
• High level of professionalism, dependability, initiative, and follow-through, with a genuine service-oriented approach.
• Receptivity and responsiveness to constructive feedback and input.
• Ability to balance executive-support responsibilities with hands-on office-management and administrative responsibilities in a small-company environment.

Preferred Qualifications

• Experience serving as the primary or lead Executive Assistant to a CEO, founder, President, or other C-suite executive.
• Experience supporting a small or growing company where the Executive Assistant also has responsibility for office management, workplace operations, or administrative processes.
• Experience managing office vendors, facilities, purchasing, budgets, and service providers and coordinating company meetings, events, off-sites, executive visits, and other special projects.
• Experience with complex domestic and international travel planning and last-minute schedule changes.
• Experience preparing meeting agendas, presentations, briefing materials, expense reports, and executive correspondence.
• Experience developing or improving administrative systems, processes, and office procedures.
• Experience working in a technology, professional-services, or other fast-paced entrepreneurial environment.
• Demonstrated successful experience managing confidential and sensitive information.
• Associate's or bachelor's degree in business administration, communications, or a related field, or equivalent relevant experience.
• Experience coordinating with or supporting other administrative, HR, finance, or operations functions.
• Preference will be given to candidates with experience supporting executives and/or boards of directors, particularly experience managing the unique scheduling, meeting coordination, communications, materials, and other administrative requirements associated with board and committee activities.

About You

• You are experienced, confident, organized, dependable, proud of the quality of your work and highly professional and confidential
• You are a skilled communicator and are office technology saavy.
• You thrive on problem solving, anticipating issues and resolving them independently and effectively.
• You are agile, comfortable with change, and open to feedback.
• You work with pace and passion to deliver.

Equal Employment Opportunity

Rule42 is an Equal Opportunity Employer and welcomes applicants from all backgrounds.We are committed to creating an inclusive environment for all employees. We consider all qualified applicants for employment without regard to race, color, religion, creed, sex, pregnancy (including childbirth, breastfeeding, and related medical conditions), sexual orientation, gender identity or expression, national origin, ancestry, age, physical or mental disability, medical condition, genetic information, marital status, veteran or military status, and any other characteristic protected by applicable law.

Privacy Notice.

We’ll use your resume and application answers to evaluate candidates; info is shared with our hiring team and authorized vendors (background checks after an offer) and retained 24 months — email [e-mail] to request changes.