Executive Assistant

Aston Carter•Happy Valley, OR

1d•Onsite

About The Position

The Executive Assistant role provides high-level strategic and administrative support to the executive leadership team and plays a critical part in driving organizational effectiveness. This position goes beyond traditional administrative duties by ensuring alignment between leadership priorities, company goals, and key initiatives. The Executive Assistant acts as a trusted business partner, coordinating complex projects, facilitating cross-functional collaboration, and enabling leaders to focus on high-impact decisions. The ideal candidate thrives in a fast-paced environment, communicates with confidence and clarity, and combines meticulous attention to detail with a strong strategic perspective.

Requirements

At least 5+ years of experience as an Executive Assistant or in a similar strategic support role.
Proven experience providing executive support, including calendar management and administrative support for multiple senior leaders.
Strong organizational and project management skills, with the ability to orchestrate deadlines and priorities.
Demonstrated ability to manage multiple priorities and work independently with minimal supervision.
Articulate and influential communicator who can adapt communication style to diverse audiences and stakeholders.
Ability to translate complex information into clear, concise messages that drive understanding and action.
High level of discretion, professionalism, and judgment when handling confidential information.
Proficiency in Microsoft Office Suite, including tools used for presentations, documents, and spreadsheets.
Experience using collaboration tools such as Microsoft Teams, SharePoint, and Asana.
Comfort working with data and performance metrics to support tracking of goals and initiatives.
Experience in process improvement or organizational development, with a focus on efficiency and effectiveness.
Strong attention to detail combined with a strategic, forward-thinking mindset.
Proactive, problem-solving approach with a passion for helping teams and leaders succeed.
Ability to capture accurate meeting notes and translate them into actionable follow-up items.

Nice To Haves

Experience supporting multiple executives simultaneously in a dynamic, fast-paced environment.
Background in coordinating internal and external events, including employee engagement and customer-facing activities.
Familiarity with change management concepts and supporting adoption of new tools and workflows.
Experience partnering closely with HR on recruiting, onboarding, and employee experience initiatives.
Comfort working within an operational or manufacturing setting and collaborating with cross-functional teams.
Strong interpersonal skills with the ability to build trust and act as a connective link between leadership and the broader organization.
Demonstrated commitment to continuous improvement and personal development.

Responsibilities

Provide high-level administrative support to the executive leadership team, including the President, COO, CFO, and HR leadership.
Manage complex calendars for multiple executives, including scheduling meetings, coordinating availability, and resolving conflicts.
Coordinate travel arrangements and logistics for executive leadership, ensuring efficient and cost-effective itineraries.
Support the CEO with light project management work, helping to track tasks, deadlines, and follow-ups.
Help the CEO stay on top of key priorities and action items by organizing information, reminders, and next steps.
Partner with HR leadership to plan and support employee-focused events, Town Halls, and engagement activities, ensuring a strong and visible employee focus.
Collaborate with other executive team members for occasional and light project support as needed.
Prepare executive-level communications, presentations, and reports that are clear, concise, and aligned with leadership objectives.
Attend leadership meetings to capture detailed meeting notes, track action items, and ensure timely follow-up and accountability.
Partner with leadership to monitor progress on strategic goals and initiatives, providing structure and visibility to key milestones.
Help departments stay on track by coordinating timelines, deliverables, and performance metrics.
Facilitate cross-functional collaboration by connecting teams, clarifying expectations, and promoting alignment across the organization.
Assist in the rollout and administration of new processes, systems, and tools to support organizational efficiency.
Identify inefficiencies in workflows and recommend improvements to enhance organizational effectiveness.
Support change management efforts by helping teams adopt new tools, processes, and ways of working.
Plan and execute internal and external events, including employee engagement activities and customer-facing events.
Support internal communication efforts by assisting with messaging, newsletters, and organizational announcements.
Serve as a liaison between leadership and staff to promote transparency, clarity, and engagement.
Collaborate with HR on recruiting efforts, including scheduling interviews and coordinating candidate communications.
Assist with onboarding activities and employee experience initiatives to ensure a smooth and positive introduction for new hires.
Handle sensitive information with a high level of discretion and professionalism at all times.
Prioritize and manage multiple tasks and projects simultaneously while meeting deadlines in a fast-paced environment.