Senior Administrative Assistant — Executive Support & Ops

HireTalent; Beaverton (OR); On-site; USD 52,000 - 64,000; Full time

Job summary

HireTalent is seeking a Senior Administrative Assistant to support leaders and teams in a fast-paced environment in Beaverton, Oregon. You will manage complex calendars, coordinate travel, plan meetings and handle expense reporting with budget awareness.

The role requires a 3+ year track record in administration, strong communication, and meticulous organization. You’ll collaborate across stakeholders, adapt your style to support executives, and protect confidential information while maintaining

Qualifications

• Bachelor's degree in business or related field.
• Minimum of 3 years of administrative work experience required.
• Ability to work and communicate effectively with senior level executives.
• Proven ability to work in a fast-paced, results-oriented environment with times of high ambiguity.
• Proven ability to organize, prioritize and handle highly confidential information with high attention to detail.
• Previous experience working with and tracking budgets is strongly preferred.
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Word and Excel) and virtual meeting tools (Zoom / MS Teams). Experience with Keynote a plus, not required.
• Experience with AI tools like Chat GPT or Microsoft Copilot a plus, not required.
• Ability to occasionally work outside of core business hours.

Responsibilities

• Complex Calendar Management: Scheduling appointments, meetings, and conferences for the leaders you support, managing conflicts and coordinating with other teammates leaders as required
• Booking Travel Arrangements: Booking flights, accommodations, and transportation for leaders you support, including managing itineraries and necessary documentation.
• Planning Meetings and Events: Securing event space as necessary and handling budgeting, catering, agenda planning, scheduling, reminders, and working with external parties as needed.
• Preparing Expense Reports, tracking budgets and purchase orders: Preparing expense reports, tracking budgets, and processing invoices or purchase orders for vendors as required.
• Document Preparation & Organization: Producing, editing and reformatting documents and email correspondence. This could include updating organizational charts, creating PowerPoint or Keynote presentations, and/or team session agendas/work session run of shows.
• Communications – Writing/drafting communications and coordinating approvals; manage distribution lists as needed.
• Coordinate Team Space Planning, Workspace Moves: Partner with stakeholders to organize moves.
• Budget Tracking: may assist leader with tracking of expenses
• Special Projects: Assisting with project planning, tracking progress, and deadlines
• Team & Culture Building: Work with the leader to build team connections and events
• Support team plans, projects, activations or other deliverables
• Serve as the main point of contact for administrative questions
• Provide coverage for other leaders as needed

Skills

Excellent follow up skills

Education

Bachelor's degree in business or related field

Tools

Powerpoint

Keynote

Job description

HireTalent is seeking a Senior Administrative Assistant to support leaders and teams in a fast-paced environment in Beaverton, Oregon. You will manage complex calendars, coordinate travel, plan meetings and handle expense reporting with budget awareness.

The role requires a 3+ year track record in administration, strong communication, and meticulous organization. You’ll collaborate across stakeholders, adapt your style to support executives, and protect confidential information while maintaining