Senior Administrative Assistant

Senior Administrative Assistant

Location: Beaverton, OR 97005 Duration: 12 Months+ (Possible Extension)

Who You'll Work With

• Client, Inc. is in perpetual motion. Administrative employees help Client teams around the world keep up with the company's rapid pace.
• Act as liaisons embedded in business functions and geographies, supporting leaders and teams with problem solving, organization, time management, and more.
• Embody professionalism, resilience, agility, emotional intelligence, and model Client's core values to leaders, teammates, and guests.
• Support the Sr Director Firstline+ and additional Sr Directors as needed, covering leaves for two current Sr. Administrative Assistants.

Who We Are Looking For

• Senior Administrative Assistant with proven ability to work in a fast-paced, results-oriented environment.
• High learning agility, strong organization skills, and high attention to detail.
• Strong communication and time management skills; able to prioritize across multiple tasks and stakeholders.
• Capable of working independently or as part of a team, adapting style to support leaders efficiently.

What You Bring to Client

• Bachelor's degree in business or related field, or suitable combination of education, experience, and training.
• Minimum of 3 years of administrative work experience required.
• Ability to work and communicate effectively with a variety of personalities including senior level executives.
• Proven ability to work effectively in a fast-paced, results-oriented, team environment with periods of high ambiguity.
• Proven ability to organize, prioritize, and appropriately handle highly confidential and sensitive information.
• Ability to work independently and follow-through on requests with high attention to detail.
• Previous experience working with and tracking budgets is strongly preferred.
• Proficiency in Microsoft Office Suite (Outlook, PowerPoint, Word, Excel) and virtual meeting tools (Zoom / MS Teams). Experience with Keynote is a plus but not required. Experience with AI tools like ChatGPT or Microsoft Copilot is a plus but not required.
• Previous Client work experience is a plus.
• Ability to occasionally work outside of core business hours.

What You'll Work On

• Complex Calendar Management: Schedule appointments, meetings, and conferences for leaders, manage conflicts, and coordinate with teammates and other leaders.
• Booking Travel Arrangements: Book flights, accommodations, and transportation; manage itineraries and necessary documentation.
• Planning Meetings and Events: Secure event space, handle budgeting, catering, agenda planning, scheduling, reminders, and work with external parties as needed.
• Preparing Expense Reports, Tracking Budgets and Purchase Orders: Prepare expense reports, track budgets, and process invoices or purchase orders for vendors as required.
• Document Preparation & Organization: Produce, edit, and reformat documents and email correspondence; update organizational charts; create high-quality graphic and text presentations (PowerPoint or Keynote); prepare team session agendas and run-of-shows.
• Communications: Under the leader's direction, write, contribute, and/or edit draft communications; involve appropriate stakeholders; manage distribution lists and send communications on leader's behalf.
• Coordinate Team Space Planning, Workspace and/or Equipment Moves: Partner with stakeholders to organize individual or departmental moves.
• Budget Tracking: Assist leader with tracking of expenses.
• Purchase Orders (POs): Create purchase orders as needed.
• Special Projects: Assist with project planning, track progress, and ensure deadlines are met.
• Team & Culture Building: Help the team build connections through staff meetings, team building activities, offsites, and workspace initiatives.
• Support Team Plans and Deliverables: Assist with team plans, projects, activations, or other deliverables as needed.
• Administrative Point of Contact: Serve as main contact for administrative questions from the team.
• Provide Coverage for Other Leaders: Temporarily support administrative needs for other leaders as required.