Executive Assistant

BizTek People, Inc. | APA International Placement Consultants•Portland, OR

34d

About The Position

We are seeking a highly organized Executive Assistant for our client in Portland, OR! Job Title: Executive Assistant Schedule: Full-Time | 5x8s | Day Shift | 12-Week Assignment

Requirements

Candidates must meet one of the following:
4 years of clerical/secretarial experience, including 1 year supporting a senior executive,
OR
Associate degree or certificate in Office Occupations/Office Technology plus 3 years of secretarial experience,
OR
Bachelor’s degree plus 2 years of secretarial experience
Additional requirements:
At least 1 year supporting senior management at the full-performance level using advanced organizational skills
Training or coursework in office occupations/office technology may substitute for up to one year of clerical/secretarial experience
Advanced calendar management and organizational skills
Strong time management and ability to handle multiple priorities
Professional communication and customer service skills
High attention to detail and accuracy
Ability to work in a fast-paced environment and meet deadlines
Sound judgment and ability to handle confidential information

Responsibilities

Manage complex executive calendars and coordinate daily schedules and priorities
Coordinate internal and external meetings with leadership, stakeholders, and partners
Track commitments and keep executives informed of upcoming obligations
Screen and manage incoming correspondence and communications
Conduct research and prepare materials, including PowerPoint presentations and executive documents
Provide front desk support including greeting visitors and answering main office phone lines
Distribute incoming and outgoing mail
Assist with planning and coordinating executive visits, events, and departmental activities
Coordinate logistics such as scheduling, catering, and visitor itineraries
Coordinate agendas, notices, action items, and meeting minutes for executive-led meetings
Set up and support hybrid meetings including A/V equipment and presentation materials
Distribute meeting materials and follow up on action items
Arrange executive travel and related logistics
Prepare expense reports and reconcile purchasing card transactions
Provide backup administrative support for other senior leaders as needed
Contribute to overall administrative operations within the executive office