Senior Executive Assistant to the Board & Executive Team

Mackenzie Inc.; Portland (OR); Hybrid; USD 68,000 - 78,000; Full time

Benefits offered by this job

Cigna Traditional PPO

Cigna High Deductible Health Plan

Flexible Spending Account

Paid Time Off

Company-Funded Profit-Sharing Plan/401

Bonus Programs

Disability and Life Insurance

Supplemental Insurance Options through

Bonus Programs

Job summary

Mackenzie Inc. in Portland, OR, is seeking an Executive Assistant to partner with the Board of Directors and executive leadership, delivering high-level administrative, operational, and strategic support.

You will manage complex calendars, coordinate communications, plan meetings and travel, and maintain confidential records while upholding governance standards and cross-functional collaboration. The role requires exceptional organization, proactive problem-solving, and the ability to thrive in

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 3 to 6 years of executive support experience with C-suite or Board exposure.
• Experience managing confidential and sensitive information.
• Advanced proficiency with Microsoft 365 apps (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational, project management, and problem-solving abilities.
• Ability to manage multiple priorities with exceptional attention to detail.

Responsibilities

• Provide comprehensive administrative support to the Board and executive leadership.
• Manage complex calendars, prioritize demands, coordinate multi-time-zone meetings.
• Prepare executive presentations, reports, agendas, and briefing materials.
• Coordinate travel arrangements, itineraries, and expense reporting.
• Screen and prioritize communications, ensuring timely responses and follow-through.
• Anticipate needs and resolve scheduling, logistical, and admin challenges.
• Coordinate all Board and committee meetings, scheduling and logistics.
• Prepare and distribute Board materials, agendas, minutes, and resolutions.
• Maintain Board governance records per policies and regulatory requirements.
• Track Board actions and follow-up items to completion.
• Manage secure communications and confidential Board documents.
• Support annual Board planning, orientation, and governance initiatives.
• Develop systems to improve executive office efficiency.
• Gather information and prepare reports, dashboards, and presentations for exec review.
• Coordinate executive meetings, leadership retreats, and company events.
• Participate in process improvements to enhance executive support.

Skills

Bachelor's degree or equivalent

Executive support

Confidential information handling

Microsoft 365 proficiency

Written & verbal communication

Organizational & PM skills

multitasking & detail-orientation

Education

Bachelor's degree or equivalent

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Mackenzie Inc. in Portland, OR, is seeking an Executive Assistant to partner with the Board of Directors and executive leadership, delivering high-level administrative, operational, and strategic support.

You will manage complex calendars, coordinate communications, plan meetings and travel, and maintain confidential records while upholding governance standards and cross-functional collaboration. The role requires exceptional organization, proactive problem-solving, and the ability to thrive in