Title:  Executive Assistant / Office Manager II

Location: Portland, OR

Role Type:  On-site

Salary Range:  $60,000 – $75,000 (plus benefits)

THE ORGANIZATION

If you are seeking meaningful work with colleagues that are supportive, smart, and capable, this may be a great place for you. Focusing on critical public & private sector environmental projects, this nationwide firm specializes in community engagement, public policy, & multi-party facilitation.

This firm is the ideal match for entrepreneurial, self-motivated administrative professionals seeking to be an integral support to the director & team in an environment of innovation, opportunity, diversity, & respect. They have a mission of working together to make a positive impact on society focusing on positive, mutually beneficial results, which has led to long lasting relationships with people & firms they assist. They hope you'll be able to stay for the long term.

THE POSITION

You will provide executive level support for the Principal of the Portland office, as well as manage the office and provide limited to support to the Seattle & Denver teams. You are self-motivated, have great initiative, can accomplish tasks quickly, are able to juggle many tasks simultaneously, and balance working in a fast-paced environment as part of a team with working well independently. You also have strong written and oral communication skills, are detail oriented, and have excellent organizational skills.  You are highly collaborative with the ability to advance activities across departments such as the management, business, and project teams.

Key responsibilities include:

• Provides administrative support to assist the Principal of the Portland office with assigned duties such as scheduling meetings, maintaining meeting agendas, digital filing/organization, action list tracking, record keeping, and managing office operations and schedules.
• Assists in writing and proofreading materials; finds and develops charts, graphics, and visuals.
• Provides technical and administrative support for project team meetings, assisting with meeting planning, note-taking, and running digital engagement technology during meetings.
• Supports updates to company website with job postings and team members’ postings in collaboration with the Marketing Team.
• Oversees the daily work activities and operations of the office.
• Plans and coordinates office team-building activities.
• Maintains the inventory of office equipment and supplies; orders new equipment and supplies as needed.
• Facilitates maintenance of office equipment including cleaning, maintenance, and repairs.
• Posts job descriptions and schedules interviews for Portland-based positions in collaboration with the HR Team.
• Schedules onboarding and provides operations onboarding training for Portland-based new hires in coordination with the HR Team.
• Performs other related duties as assigned.

REQUIRED SKILLS:

• Knowledge of office management procedures.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficient with Office 365 – SharePoint, Outlook, Word, Excel, and PowerPoint.
• Experience with webinar and other technology (e.g., Zoom, Webex, WordPress, Adobe).
• Experience with organizational platform tools (e.g., Monday, Miro, Asana, Trello, Airtable).
• Experience with graphic design tools (e.g., PhotoShop, InDesign) are a plus.

EDUCATION AND EXPERIENCE:

• Bachelor’s degree required.
• At least three years of C-suite level support and/or office management experience.

COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION Firm is committed to maintaining a diverse workplace and is an Equal Opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender, sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.

*Building Talent is a third-party recruitment agency that has been hired by 'the company' to find them suitable candidates. Applying with us is 100% confidential and we will never share your resume with any other company without your express permission.