Executive Assistant

2 weeks ago

Portland, United States Undisclosed Full time
Job DescriptionJob Description

This is an exciting opportunity to serve as liaison on a wide variety of inquiries across a high profile leadership team. The person in this role will manage the flow of information in a fast-paced environment and will engage with the most senior level executives and other internal and external guests, with the highest level of professionalism and discretion. Must have the ability to handle sensitive information with impeccable judgment.

The ideal candidate is a team player that is proactive, detail-oriented, and highly organized –– enabling him or her to meet deadlines while communicating effectively and efficiently along the way. The dynamic nature of this role requires creative problem-solving skills and the ability to anticipate the needs of the team. 

Key Responsibilities

  • Extensive calendar management for the principal and 3-4 senior directors on the team.

  • Email and communication management; stay on top of internal and external communications and triage to maximize efficiency for the principal and the broader team.

  • Preparation and coordination of travel arrangements and itineraries.

  • Serve as a main point of contact for administrative questions and support across the team; answer questions and direct people to the right resources.

  • Plan and coordinate meetings and events of varying sizes and complexity; includes venue selection, ordering catering, tracking expenses, agenda creation, material preparation, A/V resource planning, and coordinating communications to the attendees.  

  • Assist with preparation of materials and logistics for key internal Footwear meetings, x-functional meetings and on/off-sites.

  • Complete and submit expense reports.

  • Sort mail/packages, greet guests, manage badge access, order and maintain office supply inventory, and any other ad hoc administrative tasks as needed. 

Key Capabilities

  • Demonstrate the consistency, endurance, and ability to manage multiple concurrent priorities; can organize, prioritize and reprioritize, as needed, with limited direction. 

  • Handle confidential and sensitive information with a high level of discretion and a strong sense of personal responsibility.

  • Understand when to take ownership and when to ask for help; ability to see around corners and plan proactively. 

  • Seek out opportunities to connect and collaborate; develop and maintain good working relationships throughout the organization.

  • Proficient with Microsoft Office suite of products, BOX, Concur, Zoom, Keynote is preferred but not required.

 

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