Executive / Personal Assistant to Business Owner

Job Description

Job Description

Location: Tigard, Oregon
Schedule: Full-Time, In-Person
Travel: Occasional travel to other business locations as needed
Salary: $75,000–$85,000 annually, depending on experience
Benefits: Paid time off / health insurance stipend

Position Overview

We are seeking a highly organized, resourceful, and proactive Executive / Personal Assistant to provide comprehensive support to the principal. This dynamic position includes an approximately 50/50 split between executive/business support and domestic personal assistance. 

This role requires initiative, urgency, and consistent follow-through. The principal works at a fast pace, communicates directly, and expects someone who can anticipate needs, make sound decisions, and keep priorities moving without repeated reminders. You should be comfortable adapting quickly, asking thoughtful questions, taking initiative and being responsible to complete tasks from start to finish.

If you prefer a predictable workload, step-by-step direction, or waiting for tasks to be assigned, this position will NOT be the right fit. We are looking for an engaged partner who actively looks ahead, identifies what needs attention, and takes action.  This individual will work closely with the principal and will be trusted with confidential business and personal information.

The job also involves the care of a large-breed dog, with another on the way.  Please apply only if you genuinely love four-legged family members.

Core Responsibilities

Executive & Business Support

·       Communication & Coordination: Assist with correspondence, follow-ups, scheduling, and communication with employees, vendors, business contacts, and other stakeholders.

·       Proactive Problem-Solving: Identify gaps, anticipate scheduling conflicts, and address issues before they disrupt the principal’s day.

·       Project Support: Prepare materials, track action items, conduct research, support special projects, and monitor deadlines and commitments.

·       Document & Administrative Support: Organize digital files, coordinate signatures and documents, assist with expense tracking and credit card reconciliation, and provide general administrative support.

·       Travel: Coordinate logistics for visits to other locations, including flights, accommodations, transportation, reservations, and detailed itineraries.  Travel with principal when needed.

·       Calendar & Priority Management: Manage the principal’s business calendar, appointments, meetings, and competing priorities while protecting time for the most important commitments.

·       Additional Support: Take ownership of miscellaneous projects and operational needs as priorities shift.

Personal & Lifestyle Support

·       Personal Calendar Management: Coordinate appointments, reservations, events, commitments, and other scheduling needs.

·       Household & Vendor Coordination: Source appropriate vendors and service providers.  Schedule and communicate with service providers (including contractors, maintenance professionals, trainers, dog walkers and other vendors).

·       Care of Four-Legged Family Members: Coordinate hiring of dog walkers.  Source handlers for show ring.  Feed meals once to twice daily.

·       Errands & Personal Tasks: Assist with purchases, returns, gift sourcing, appointments, errands, and other day-to-day needs.

·       Personal Travel: Coordinate flights, lodging, transportation, reservations, activities, and itineraries.

·       Events & Special Projects: Assist with personal events, social engagements, research, planning, and special projects.

·       General Personal Administration: Keep personal responsibilities, documents, appointments, and ongoing projects organized and moving forward.

Ideal Candidate

You thrive in a fast-paced, result-driven environment with direct communication and high expectations. You can shift gears quickly, stay composed when plans change, and distinguish between what is urgent and what can wait.

You are someone who notices what needs to be done and takes the next appropriate step. You can work independently while maintaining clear, timely communication with the principal.

You have excellent judgment.  This ability has been honed over an extended period of being self-reliant and self-sufficient.

You are proactive as a core part of what makes you “you” – not simply something you say on interviews because it sounds like the right answer.

You are exceptionally resourceful; if left on a desert island alone, you’d find a way to get back to shore – alive, well and happy to be home.  Translated to this job: When you encounter a problem, you find potential solutions, bring options to the principal, and follow through until the problem is resolved.

You understand that you will come into a wealth of information about the principal and have no desire to spread it.  In fact, you are someone who is not interested in gossip or drama – you’d say that life has too much substance to offer, and with limited time, you choose to put your energy into meaningful endeavors.

You are genuine and authentic and like who you are.  You enjoy being around people who share the same attributes.

You really can’t stand office politics.  To start, you will be working in a home – as opposed to an office – and that kind of environment is something you would genuinely enjoy.

Qualifications

• 3+ years of experience as an Executive Assistant, Personal Assistant, Office Manager, or in a comparable support role.
• Demonstrated ability to anticipate needs and complete work without constant supervision or repeated reminders.
• Exceptional organizational and time-management skills.
• Ability to manage competing priorities and adjust quickly when plans change.  Proven track record of exercising excellent judgment.
• High level of discretion and professionalism when handling confidential business and personal matters.
• Excellent written and verbal communication skills.  (Please do not hope to rely on AI to fulfill these requirements.)
• Resourceful approach to researching questions and solving problems independently.
• Strong attention to detail, accountability, and consistent follow-through.
• Proficiency with Microsoft Office, Google Workspace, calendars, email, and common productivity applications.
• Ability and willingness to travel to other business locations.
• Flexibility to assist with occasional time-sensitive matters outside normal business hours when necessary.
• Valid driver’s license and reliable transportation.
• Ability to pass a background check.

What Success Looks Like

Success means that:

• You anticipate needs before they become urgent, keep commitments on track, and reduce the direction and follow-up the principal needs to provide.
• The principal is fully confident in giving you a full range of responsibilities, knowing that you will find solutions, manage the details, communicate meaningful updates, and see each task through to completion.
• You are an extension of the principal and have become a trusted member of her inner circle.

This position is best suited for an individual who enjoys responsibility and self-direction, moves with purpose, and takes pride in making someone’s business and personal life run more smoothly.