Executive Administrator

CORNELS PLUMBING HEATING & AIR•Portland, OR

8d•Hybrid

About The Position

The Executive Administrator acts as an extension of the CEO in managing priorities, projects, and executive execution. This role filters information before it reaches the CEO, ensuring decisions are based on complete and organized information. This role protects the CEO’s time by ensuring only strategic decisions require executive attention. This role focuses on handling confidential information with professionalism and discretion. The ideal candidate is highly organized, proactive, adaptable, and thrives in a fast-paced, high-growth environment.

Requirements

7-10+ years supporting senior executives or business owners in fast-growing organizations
Ability to analyze information, conduct research, and present concise recommendations for executive decision-making
Demonstrated ability to independently prioritize competing initiatives
Experience leading cross functional projects
Strong analytical and critical thinking skills
Strong emotional intelligence and executive presence
Ability to make sound business decisions with limited direction
Comfortable working with legal counsel, vendors, and external partners
Proven ability to manage multiple priorities while maintaining discretion and confidentiality.
High proficiency with Microsoft Office, Google Workspace, and collaboration tools such as Slack
Comfortable working in a dynamic, fast-paced environment with changing priorities
Demonstrated professionalism, sound judgment, and a high level of integrity

Nice To Haves

Proactive rather than reactive, you solve problems before they become problems.
Comfortable respectfully challenging assumptions when appropriate
Exceptional follow-through and accountability
Demonstrates an owner mindset
Thrives in ambiguity while creating structure
Strong business acumen and strategic thinking
Calm under pressure and adaptable to changing demands
Excellent relationship builder who communicates effectively with employees, customers, vendors, and leadership
Naturally organized with a passion for creating structure and improving efficiency
Operates with sound judgment, exceptional professionalism, and relentless follow through

Responsibilities

Reviews documents, proposals, reports, and presentations before they reach the CEO
Present recommendations, risks, and key considerations, not just information
Identify missing information and coordinate completion before executive review
Protect the CEO’s time by filtering requests, meetings, interruptions, and competing priorities
Lead executive level strategic initiatives from planning through completion
Remove project roadblocks before they require CEO involvement
Communicate commitments and deadlines between CEO and leadership team
Communicate progress between CEO and leadership team
Prepare concise decision briefs
Continuously improve executive work flow and systems
Exercise independent judgment within defined authority and resolve issues before escalation
Think proactively by identifying problems before they become urgent
Conduct preliminary research, gather supporting data, and prepare recommendations before projects are presented to the CEO for review or approval.
Manage the CEO's calendar, travel, meetings, and daily priorities to maximize efficiency and focus.
Screen, prioritize, and respond to requests on behalf of the CEO when appropriate
Serve as the primary point of contact for executive scheduling and internal communication
Prepare and draft executive level communication, meeting agendas, presentations, and reports
Own executives strategic initiatives and ensure timely execution across departments
Coordinate leadership meetings, executive offsites, and company events.
Ensure projects have completed all required reviews, documentation, and stakeholder approvals before escalating to the CEO
Maintain confidential records, documents, and sensitive business information
Partner with department leaders to gather updates, monitor progress, and follow up on executive initiatives
Continuously improve executive workflows, communication systems, and operational efficiency
Lead special projects and operational initiatives on behalf of CEO