Executive Assistant

MacDonald-Miller Facility Solutions • Portland, OR

7h • $90,000 - $115,000 • Onsite

About The Position

At MacDonald-Miller Facility Solutions (“MacMiller”), we are the Northwest’s leading mechanical contracting firm, designing, delivering, and servicing HVAC, plumbing, and automation system solutions for commercial buildings. With over 1,600 employees across 13 offices, there is a breadth and variety of work to keep you engaged and inspired.
We have a well-respected history of exceeding our customers’ expectations and executing with distinction. Our clients trust their toughest projects to our integrated teams, including:
New Construction – Engineering, fabrication, and installation of mechanical systems for new projects following lean construction practices.
Special Projects – Retrofits and mechanical repairs for existing buildings to create new efficiencies.
Service – Scheduled preventative maintenance ensuring tenant comfort and 24/7 emergency response.
Building Performance – Control systems, fault detection, energy services, and remote monitoring.
Energy and Sustainable Solutions – Acting as the Prime Contractor, we deliver design-build, energy-efficient solutions in the built environment for both private and public sector clients.
People love to work at MacDonald-Miller, and it’s because we all share the same Core Culture Values:
Collaboration – Diverse players, one team, a common vision. Collaboration is our foundation and critical to the success of the company. Every team member is valued and brings a diversity of strengths to help us meet our shared vision.
Dedication – We are dedicated to personal and professional excellence. We execute with distinction by doing the right thing and following through on our commitments.
Safety – Everyone deserves a safe workplace. Safety is more than hardhats and boots; it’s an attitude and the environment we create. Every day, everyone goes home to their families.
Community – We are proud to be part of MacDonald-Miller. We actively seek to build relationships and know each other as individuals. Together, we create an environment that is welcoming, caring, and trusting.
Innovation – We are committed to continuous, creative problem solving. Innovation is how we stay an industry leader. We always strive to challenge and better ourselves.
Fun! – Take the work seriously, but never take ourselves too seriously. It’s possible to be both serious professionals and good-natured people you enjoy working with — we strive to be both.
Executive Assistant: This is where you come in.
We’re seeking an Executive Assistant (EA) to serve as a trusted partner to the Vice President & General Managers of both our Portland and Inland Northwest divisions. This role provides proactive, high-level support to manage time, communications, and priorities with clarity, discretion, and impact.
This role acts as the central coordination point across both regions (Portland & Inland Northwest), streamlining operations, tracking critical projects, and ensuring alignment on major business and strategic priorities. You will also play a key role in internal communications, helping to keep teams informed, engaged, and connected.
The ideal candidate is resourceful, highly organized, and thrives in a fast-paced, high-visibility environment.

Requirements

• Education: Bachelor’s degree preferred; equivalent relevant experience considered.
• Experience: 5–8 years in a senior-level executive support role with deep expertise in administrative and operational excellence.
• Executive Support: Proven success partnering with C-level executives in dynamic, fast-paced environments.
• Communication Skills: Exceptional written and verbal communication abilities with strong attention to detail and tone.
• Technical Proficiency: Advanced skills in Microsoft Office Suite, Microsoft Teams, and related collaboration tools.
• Exceptionally organized with outstanding time management and problem-solving skills.
• Calm, accurate, and effective when managing multiple priorities in a fast-paced environment.
• Discreet, professional, and trustworthy—especially when handling sensitive or confidential information.
• A proven team player who builds trust, works inclusively across functions and levels, and contributes to a culture of partnership and shared accountability.
• Taking ownership of your growth—resourceful, self-motivated, and eager to figure things out. If you need constant handholding or a micromanaging boss, this isn’t the right fit.
• Thriving in a lean, results-driven environment where you’re encouraged to take on more, achieve more, and continually raise the bar.
• Enjoying your work in a transparent, collaborative, and fun culture that values innovation and fresh ideas.

Nice To Haves

• Valued Experience: Background supporting Board-level communications and assisting with internal communication initiatives.
• Remote Operations:Proven ability to support executives and teams across multiple locations, virtual meetings, and remote event logistics seamlessly.

Responsibilities

• Executive Scheduling & Calendar Management
• Own and manage complex calendars, ensuring meetings align with strategic objectives.
• Anticipate conflicts and proactively resolve scheduling issues before they arise.
• Keep the VP of Inland NW & VP of Oregon focused, prepared, and optimized for leadership engagements.
• Communication & Information Flow
• Draft, review, and manage executive-level communications with precision and professionalism.
• Support internal messaging by coordinating announcements, updates, and company-wide initiatives.
• Serve as a trusted liaison between executive leadership and internal/external stakeholders, ensuring confidentiality and timely, accurate communication.
• Meeting & Event Planning
• Plan, prepare, and support executive and leadership meetings with excellence.
• Coordinate logistics for internal and external meetings, company events, and leadership offsites.
• Ensure meetings are productive, well-documented, and action items are tracked to completion.
• Plan, manage & carry out regional events, and leadership offsites.
• Project & Task Management
• Track high-priority tasks, manage recurring workflows, and support special projects with focus on deadlines and outcomes.
• Conduct research, gather data, and prepare materials to support executive decision-making.
• Collaborate with cross-functional teams to drive execution of strategic initiatives.
• Operational Support Excellence
• Maintain and improve administrative systems, document management, and executive-level deliverables.
• Create and refine presentations, reports, and briefing materials with a high standard of quality and accuracy.

Benefits

• Medical, dental, vision for employees (coverage available for dependents for shared premium).
• 401k retirement plan including Company matching.
• Vacation and Sick Compensation (PTO), and Holiday Pay!
• Disability income protection including short term and long-term disability.
• Employee and dependent life insurance.
• Wellness Program.
• Employee Assistance Program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level