Executive Assistant

1 week ago

Eugene, United States Obie Companies Full time

About the Company


Obie Companies is a commercial real estate development and management company. We manage unique, community-focused projects - specializing in retail, multifamily, and hospitality. We are dedicated to improving and enhancing the places we are based. Creating memorable experiences that are enjoyed by locals and visitors alike is what brings us joy.


Our portfolio includes the 5th Street Public Market, Inn at the 5th, and the Gordon Hotel in Eugene, Oregon. Also, the Inn at 500 Capitol and Residence Inn in Boise, Idaho. We are a growing organization with the intent to increase our portfolio and employee base significantly.


About the Position


We are seeking a reliable, dedicated, and highly organized Executive Assistant to support Obie Companies' executive office through providing high-level administrative support.


The Executive Assistant will play a pivotal role in ensuring the seamless operation of the executive office through managing daily schedules, coordinating meetings, handling confidential information, communicating with key stakeholders, and contributing to the overall efficiency of the office.


This is a full-time, non-exempt position with 40-45 hours per week available. The anticipated schedule is Monday through Friday from 8:30 AM-5:00 PM, with flexibility to come in early or stay late as needed.


This position will report directly to the Vice President of Administration and work closely with the Company's Executive Team, including the CEO, COO, CFO, and all other Vice Presidents.


How to Apply


Please submit a resume and cover letter to this job posting, or return to our Administrative Office, located in the 5th Street Public Market at the address below. We are open and accepting applications Monday thru Friday from 8:30 am to 5:00 PM.


Address: 296 E. 5th Avenue, Suite 300

Eugene, Oregon, 97401


Pay and Benefits


Hourly salary, depending on experience, starting at $20.00/hour.

Competitive Benefits Package (eligibility requirements may apply) includes:


INSURANCE

  • Health Insurance Plan, includes options for medical, dental, vision, and prescription.
  • Includes option to participate in Flexible Savings Plan (FSA)
  • Health Reimbursement Arrangement (HRA)
  • Long-Term Disability
  • Life Insurance


RETIREMENT

  • 401(k) Plan with competitive employer match (dollar-for-dollar up to 6% of employee contributions)


PAID TIME OFF

  • Sick Time
  • Vacation Time
  • Paid Holidays


UNIQUE PERKS TO INCENTIVIZE LONGEVITY

  • After 1-Year, discounted room nights available at property in portfolio
  • After 5-Years as a FTE, free paid trip to HAWAII
  • After 10-Years as a FTE, free paid trip to ANYWHERE IN THE WORLD


Duties and Responsibilities


CALENDAR MANAGEMENT

  • Schedule and coordinate meetings, appointments, and travel arrangements for executives.
  • Anticipate scheduling conflicts and proactively address them to optimize executives' time.


COMMUNICATION

  • Answer and respond to phone calls, communicate messages and information to the executive.
  • Manage and prioritize incoming e-mails, phone calls, and correspondence on behalf of executives when necessary.
  • Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive's behalf.
  • Prepare and edit correspondence, presentations, reports, and other documents.
  • Take and employee investor hotel reservation requests. Make reservations as needed.


MEETING PREPARATION

  • Prepare meeting materials, agendas, and ensure executives are well-informed and organized for all engagements.
  • Must be able to run remote meetings and presentations.
  • Attend meetings, take minutes, and follow up on action items as needed.
  • Organizing meetings including scheduling, sending reminders, and organizing catering when necessary.


TRAVEL COORDINATION

  • Arrange travel, including flights, accommodations, and ground transportation.
  • Provide detailed itineraries and support during travel as required.


DOCUMENT MANAGEMENT

  • Organize and maintain electronic and physical files, ensuring easy accessibility and confidentiality.
  • Manage documentation related to contracts, agreements, and other critical business information. Collect executive signatures as needed.
  • Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.


ADMIN AND OTHER PROJECTS

  • Work directly with the Executive Leadership to support all aspects of daily work routines; including, covering the reception desk in the absence of the receptionist.
  • Assist with ad-hoc projects and initiatives as assigned by executives, including but not limited to: creating slideshow presentations, preparing quarterly reports and distributions, etc.
  • Conduct research and compile data for various business needs.
  • Manage and coordinate logistics for stakeholder conferences and events.
  • Perform minor accounting duties.


Qualifications


  • MUST BE RELIABLE. Excessive tardiness or absenteeism is not tolerated for this role.
  • Proven working experience as an Executive Assistant or similar role in support of high-level executives.
  • Must be highly professional in appearance and demeanor.
  • Strong organizational and time management skills with the ability to prioritize tasks effectively.
  • Excellent written and verbal communication skills.
  • High level of proficiency in Microsoft applications, including: Word, Excel, Teams, and Powerpoint.
  • Proficiency or ability to learn other Microsoft applications, including: Projects and Sharepoint.
  • Discretion and confidentiality in handling sensitive information.
  • Project Management experience, preferred.
  • Bachelor's degree, preferred.
  • High School Diploma or GED equivalent, required.


Work Environment


This position operates in a professional office environment and has no remote or hybrid options. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, fax machines, laminators, and document, binders, etc. The noise level is moderate to loud.


Physical Requirements


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing the duties of this role, the employee is regularly required to sit for long periods of time, frequent computer use, frequent phone use, frequent interruption, lifting and carrying up to 30 lbs., and occasional reaching, pushing, squatting, pulling, and bending. Certain areas of the marketplace are only accessible by stairs. Specific vision abilities required by this role include sharp eyesight for close-up tasks. Specific cognitive abilities required by this role include maintaining focus in an open-office environment with frequent distractions.


It is the policy of Obie Companies not to discriminate against any applicant for employment, or any employee because of age, race, sex, disability, national origin, color, religion, or veteran status.


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