Executive & Personal Assistant

AutoBidMaster•Portland, OR

About The Position

AutoBidMaster is seeking to hire an Executive/Personal Assistant to provide administrative support to the CEO. This role combines executive-level responsibilities with personal assistance duties, ensuring the CEO's professional and personal schedules run smoothly. The ideal candidate thrives in a collaborative environment, manages multiple priorities with precision, and approaches every task - large or small - with dedication and discretion. Candidates should have exceptional communication skills, a commitment to high accuracy, and strong attention to detail. An ideal team member will be able to work well independently but also be flexible enough to be directed at times.

Requirements

Handle multiple projects simultaneously within established time constraints.
Work both independently and collaboratively within a team.
Ability to work with vendors in a professional manner.
Strong work ethic, reliable, punctual, practical, efficient, and honest.
Highly organized, meticulous, detail-oriented.
Excellent communication skills, highly responsive, fast at texting and typing on a computer.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and fluency with Microsoft Teams
Capacity to handle tight deadlines and last-minute changes, adapt quickly while remaining flexible, and problem-solve without sacrificing detail.
Demonstrated ability to anticipate needs, think critically, and offer proactive solutions.
Vault-like ability to maintain confidentiality and be ultra-discreet.
Excellent command of the English language, both written and spoken.
Intent to stay in the position long-term.
Bachelor’s degree
Minimum 5 years’ related experience.
Willingness to work occasionally on nights and weekends, as needed.

Nice To Haves

Bilingual is a plus.

Responsibilities

Manage the CEO’s personal/professional calendar, prioritize meetings, and coordinate competing demands.
Schedule and facilitate company conference calls, virtual meetings, and in-person appointments as needed.
Organize and coordinate company/personal events and team-building activities.
Arrange travel itineraries, including flights, hotels, car rentals, visas, and airport pickups.
Manage documentation; prepare any other needed correspondence and meeting notes with action items (e.g., Teams, SharePoint, etc.).
Develop spreadsheets, reports, and visual data presentations.
Serve as the CEO's gatekeeper—field calls, coordinate meeting requests, and attend meetings as needed.
Provide executive support to other executives, as directed by the CEO.
Receive and manage incoming communication or memos, including mail, on behalf of the CEO and his entities. This includes reviewing content, determining its level of importance, and summarizing or distributing it when applicable.
Maintain filing systems for personnel and update registrations, licenses, and other records as needed.
Assist with personal tasks and errands to keep daily life running smoothly
Handle projects and assignments as the business and personal needs dictate.
Provide ongoing project updates, assist with daily operations, and address ad hoc requests promptly.