Administrative Assistant

Barry-Wehmiller•Lake Oswego, OR

6d•Onsite

About The Position

BW Design Group is seeking an organized, proactive, and detail-oriented Administrative Assistant to provide day-to-day support across their office. This is a great opportunity for a mid-level administrative professional looking to build on their experience supporting teams, clients, and leadership in a collaborative environment. You will join one of their 45 offices in the US, be part of a committed team of over 1,500 professionals, and work in teams independently. You will be welcomed into a rapidly growing business and team and empowered to make an impact. You will be valued, cared for, and challenged on your path to becoming a world-class professional and surrounded by leaders who are committed to creating an environment that enables you to realize your own success and fulfillment. When you join Design Group as an Administrative Assistant, you join a team that will challenge and position you for growth. In this role, you will support industry experts to help the world’s leading companies solve their most difficult problems. You will join their Portland, OR office and partner with seasoned leaders, technical specialists, and subject matter experts.

Requirements

3+ years of administrative or executive assistant experience, preferably working in a rapidly growing consulting firm or professional services organization
An energetic, independent, influential, and collaborative spirit
Strong verbal and written communication skills
Exceptional multitasking, organizational, and time-management skills; able to manage competing priorities and deadlines
High level of professionalism and discretion with confidential information
Advanced proficiency in MS Office Suite/MS Visio and collaboration tools (e.g., Teams, etc.)
Strong relationship-building skills; comfortable interacting with stakeholders at all levels
Self-motivated, proactive, and comfortable taking initiative
Adaptable to changing priorities in a fast-paced, candid environment that values innovation and follow-through
Curiosity and willingness to use AI and emerging technologies to work smarter
High school diploma or equivalent

Nice To Haves

Bachelor's or associate's degree in business administration or related field (preferred)
Experience in related industry (e.g., professional services, engineering/construction)
Notary Public certification, or willingness to obtain one within 90 days of hire

Responsibilities

Work from the Portland reception desk and serve as a welcoming point of contact for clients, visitors, recruits, vendors, and team members
Assist with day-to-day business and administrative operations, under general supervision and act on own initiative.
Make daily impact with your skills and expertise
Serve as first point of contact for visitors and clients; manage reception, office, kitchen, and conference room readiness as needed
Provide general administrative support to executives, leadership, team members, clients; tailoring approach to each's priorities and working style
Manage calendars, schedule meetings, and help leaders stay organized and prepared
Coordinate meetings, including agendas, materials, logistics, lunches, and follow-up
Support interview process and onboarding of new team members
Prepare and format presentations, reports, and other business materials.
Create, update, and upload articles to company intranet
Serve as a professional point of contact for internal and external stakeholders, routing requests and ensuring timely follow-through.
Provide accurate and organized solutions
Coordinate team meetings, offsites, client meetings, and company events & celebrations
Track deadlines, action items, and follow-ups
Receive and distribute incoming mail; manage outgoing shipments and correspondence
Maintain and organize electronic and physical records and files
Monitor, maintain, restock office and kitchen supply inventory as needed
Track material costs utilized by office and project teams, generating monthly reports
Assist with project setup and tracking in internal systems
Enter and update information accurately in company databases
Maintain internal badge program, contact for building maintenance
Arrange domestic travel and manage itineraries and expenses
Support emergency action plan updates and communications
Handle confidential and sensitive information with discretion and professionalism
Partner with other administrative team members to provide seamless coverage
Provide additional administrative and operational support as needed