Executive Administrative Assistant

Job Description

Job Description

We are looking for an experienced Executive Administrative Assistant to provide high-level support to senior leaders in Portland, Oregon. This is a 90-day contract position requiring a proactive, detail-oriented individual who can manage shifting priorities, protect confidential information, and keep daily operations running smoothly in an in-office setting. The ideal candidate brings strong judgment, clear communication, and the ability to coordinate calendars, travel, meetings, and office activities with precision.

Responsibilities:

• Coordinate demanding executive calendars, arranging meetings across time zones and aligning schedules for internal stakeholders and external contacts.

• Organize domestic and international travel plans, including transportation, lodging, itineraries, documentation, expense support, and adjustments when disruptions occur.

• Prepare agendas, presentation materials, meeting notes, and follow-up items to help leaders and teams stay organized and informed.

• Support committee, client, and departmental meetings by managing logistics, tracking action items, and ensuring materials are ready in advance.

• Assist with planning office events and team programs by handling scheduling, room setup, technology needs, and participant coordination.

• Maintain efficient office operations by monitoring shared spaces, addressing facility-related requests, and supporting visitor arrangements.

• Draft and distribute executive, administrative, and office communications with clarity and professionalism.

• Provide administrative and project coordination support for cross-functional initiatives and changing business needs.

• At least 3 years of experience supporting executives or senior leaders in an administrative capacity.
• Proven ability to manage complex scheduling demands and coordinate multiple priorities in a fast-paced environment.
• Hands-on experience arranging business travel, including detailed itineraries and last-minute changes.
• Strong proficiency with Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
• Excellent written and verbal communication skills, with the ability to prepare agendas, correspondence, and presentation materials.
• Strong organizational skills, sound judgment, and discretion when handling sensitive or confidential information.
• Adaptability and professionalism in an environment where priorities and schedules may shift quickly.