Administrative Coordinator

7 days ago

Portland, United States Vestas Full time
  • Position: Development Coordinator, Executive Assistant
  • Location: Portland, OR
  • Vestas American Wind Technology
  • Steelhead Americas (Development)
  • US & Canada
  • Steelhead, Vestas American’s development function operating across the US, is seeking a Developments Coordinator Executive Assistant. This role provides organizational and administrative support of a complex and confidential nature to the SVP of Development and Development Leadership team. Engage and work with the development team while overseeing office operations, coordinate administrative tasks, and support the smooth functioning of our office. We are looking for someone with advanced organizational and communication skills, as well as a commitment to maintaining a positive and efficient workplace.
  • At Steelhead, we believe in promoting a positive work environment founded on professionalism and integrity, where open communication and continuous learning are encouraged. If you appreciate teamwork, value diversity, and are committed to the highest workplace standards, Steelhead is the perfect place for you.
  • Responsibilities:
  • Provides advanced, diversified and confidential administrative support and administrative responsibilities for SVP of Development and Development Leadership team.
  • Supporting internal communication campaigns to effectively distribute key information
  • Interfaces with high level internal and external contacts requiring considerable discretion and initiative including with limited to no supervision answering telephone inquiries and communication.
  • Coordinates meetings, arranges appointments, books travel, manage mail and processes expense reports.
  • Supervises and caters internal events requiring refreshments and specific accommodations.
  • Manage the logistics of all internal team events and support client and partner visits
  • Support the Steelhead DEIB committee with events and communications
  • Monitoring and ordering inventory for office and break room supplies
  • Coordinate with hiring manager and HR for onboarding of department new Steelhead hires.
  • Filing and organizing records, invoices and other important documentation
  • Organize SAP/Workflow, travel expenses for leadership team and process PO’s within department.
  • Work in the office on a daily basis and act as the main point of contact for the Development department for office related matters
  • Submitting work orders and scheduling repairs for general office space and equipment
  • Maintain org chart, team roster, important milestones, distribution lists and templates.
  • Attention on team engagement, collaboration, knowledge sharing and fun.
  • Qualifications:
  • Bachelor’s degree or equivalent.
  • 5-8 years’ experience in providing administrative support for executive level, office management, project management, and event coordination support.
  • Professional oral and written communication skills, expert proficiency in drafting business correspondence.
  • Solid computer skills, expert in all MS Suites office software and SAP.
  • Efficient organizational and project management skills. High time-management skills and an ability to organize and coordinate multiple concurrent projects
  • Skilled interpersonal and communication skills, including branding and marketing.
  • High-quality organization and attention to detail. Ability to balance responsibilities, prioritize to-dos, and maintain an organized office environment.
  • Ability to plan and coordinate office projects, such as office moves, events, or technology upgrades. Committed, professional, diplomatic, able to prioritize, and supervise multiple tasks.
  • Comfort with changing priorities and a friendly work environment.
  • Proficiency with office productivity tools and an aptitude for learning new software and systems
  • Innovative management, willing to be forward-thinking and unafraid of challenges
  • Ability to maintain confidentiality of information related to the company and its employees
  • Competencies:
  • Solid Natural Ability to Work in Teams
  • High Degree of taking Initiative, Motivation & Flexibility
  • Ability to thrive with limited supervision
  • Skilled Desire to Learn New Skills & Knowledge
  • Great Work Ethic, Dependability & Commitment to Team/Company
  • Personal Desire/Value to Produce Quality Work
  • Ability to maintain confidentiality

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