Executive Assistant

Executive Assistant

Company: Hayden Homes / Simplicity by Hayden Homes

Location: Redmond, OR (Support Center)

Career Area: Administrative / Executive Support

Education: High School Diploma required, Bachelor's degree preferred

Experience: 3 or more years of experience supporting C-level or senior executives – single or multiple leaders – in a fast paced, dynamic environment

How You Will Contribute:

As an Executive Assistant within the organization, you'll be a steady operational force behind the Executive Team, taking ownership of calendars, travel, expense reporting, and confidential communications so leaders can stay focused on strategic priorities rather than logistics. Whether you're dedicated primarily to one executive (e.g. the President) along with supporting the broader executive team, or supporting several executives under the direction of the Chief of Staff/SVP, you'll build trust through sound judgment and discretion — anticipating needs before they're voiced, keeping details and follow-through airtight, and smoothing out the day-to-day so nothing falls through the cracks. Beyond direct executive support, you'll also help shape a well-run office environment, contributing to a culture of professionalism and operational excellence across the team.

Responsibilities Include:

• Executive Support
  • Manage calendars, inboxes, and complex travel logistics for assigned executive(s), including scheduling, itineraries, and expense reporting, to optimize their time and keep operations running smoothly.
  • Serve as a trusted liaison and communications partner — drafting correspondence, presentations, and meeting materials, maintaining professionalism and confidentiality with internal and external stakeholders.
  • Drive meeting effectiveness and follow-through by preparing agendas, coordinating across calendars and teams, tracking action items, and proactively anticipating needs on special projects and confidential initiatives.
• Operational & Strategic Coordination
  • Plan and coordinate company events, leadership retreats, executive off-sites, and regional Support Tours to support organizational priorities.
  • Partner with leadership to align executive support with strategic initiatives and upcoming priorities.
  • Maintain confidential files and information with discretion and accuracy, while tracking team milestones such as birthdays and anniversaries.
• Office & Support Center Administration
  • Provide backup administrative and front desk/office management support to the administrative coordinator, other executive assistants and the executive team as needed.
  • Support companywide event planning, employee recognition events, and onboarding logistics for executive-level hires in coordination with Employee Experience.
  • Manage travel-related vendor relationships and corporate rates, and provide back up for maintained shared spaces (conference rooms, kitchen, workspaces) by coordinating with vendors on supplies and facility needs.
• Other duties as assigned

How You Will Succeed:

Success in this role comes from pairing sharp organizational instincts with genuine discretion and emotional intelligence — someone who can juggle shifting priorities, communicate clearly with executives and stakeholders alike, and stay adaptable when plans change at the last minute. The strongest performers bring a service-oriented mindset and close attention to detail to everything from calendar management to travel logistics, while also thinking ahead to solve problems before they surface. Ultimately, success is measured by the trust and satisfaction of the executives supported, a calendar that protects focus time as much as it fills meetings, deliverables and travel handled accurately and on time, and a track record of finding smarter, more efficient ways to work.

What You Can Offer:

• Education
  • High School Diploma required, Bachelor's Degree preferred
• Specialized knowledge
  • Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
  • Proficient in collaboration tools such as Teams, Zoom, and SharePoint.
  • Knowledge of additional platforms preferred (Canva, Visio, Prezi)
• Skills
  • Strong organizational, time management, and project coordination skills, with high attention to detail and accuracy.
  • Excellent written and verbal communication skills; able to represent executives professionally.
  • High emotional intelligence, discretion, and integrity
• Abilities
  • Ability to represent executive leaders professionally.
  • Ability to communicate effectively, both verbal and written, to various audiences.
  • Proven ability to handle confidential and sensitive information.
  • Ability to creatively solve problems and work under time constraints with minimal supervision.
  • Ability to work with team members to produce quality work within tight timeframes while managing multiple priorities simultaneously.
  • Exceptional organizational abilities and strong attention to detail.
• Experience
  • 3+ years of experience supporting C-level or senior executives — single or multiple leaders — in a fast-paced, dynamic environment.
  • Experience in both professional and personal executive support preferred.

How You Will Be Rewarded:

Hayden Homes' compensation and benefits package consists of a competitive base salary between $65,000 and $75,000 per year along with quarterly bonus opportunities, generous health care coverage including medical, dental and vision benefits for team members and dependents, flexible spending accounts, life and disability insurance, 401(k) plan with company match, a team member home purchase discount, paid time off, volunteer time off, education reimbursement and career development opportunities.