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Administrative Assistant

PF Northwest

Administrative Assistant

Portland, OR
Part Time
Paid
  • Responsibilities

    Job Summary

    The Administrative Assistant serves as the first impression for the PF Northwest headquarters by providing exceptional service for all internal and external guests. It is a dynamic role intended to support a diverse number of aspects of the business. As our Administrative Assistant, you will provide administrative support to multiple Executives, Supervisors, and Managers within the organization. A successful candidate will possess a broad range of skills including problem solving, relationship building, and high attention to detail. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools such as MS Excel and other office equipment. Ultimately, a successful Administrative Assistant should ensure the efficient and smooth day-to-day operations of our office facility located in Tigard, OR.

    We are looking for someone who possesses the following attributes:

    Hunger - Ambitious and driven, always on the offense and pushing to be the best version of yourself.

    Heart - Capable of handling whatever gets thrown your way, resilient and capable.

    Humility - Coachable with a high willingness to learn and grow.

    At PFNW we believe in the core values of Honesty and Transparency as well, to have a safe environment that fosters growth and development.

    This means we believe it's alright to ask questions and be honest on our shortcomings. We grow together as One Team, One Planet!

    Essential Duties and Responsibilities

    This job description may be changed to include new responsibilities and tasks or change existing ones as employer deems necessary.

    Answer, screen, and direct phone callso Transcribe detailed messageso Follow up any scheduled calls with a reminder prior to call

    Facilitate and manage HQ and Executive calendar(s) o Collaborate on logging both recurring and special eventso Follow up any scheduled calls with a reminder prior to call

    Coordinate travel arrangementso Flights, car rentals, hotel accommodationso Manage itinerary using email, call, and/or text

    Organize schedule and coordinate meetings and appointmentso Monthly meetings with company executiveso Quarterly meetings with upper management (includes Regional, Area, and Construction Managers)o Prepare agendas for meetingso Record, compile, transcribe, and distribute notes of meetings

    Write and distribute email, correspondence memos, letters, faxes, and formso Follow up to make sure all necessary parties are included on distribution

    Develop and maintain a filing systemo Handle request for information and datao Retrieve documents from filling system when requestedo Maintain electronic and hard copy filing system

    Review and order company inventoryo Work with the Team to create and maintain accurate par levels for clubso Complete monthly orders to ensure items are always in stocko Research new deals and shop priceso Maintain a stocked office

    Maintain contact listso Review quarterly for any changeso Update as needed

    Provide general support to office visitorso Update executives on any unexpected visitorso Schedule any future meetings accordingly

    Act as the point of contact for internal and external connectionso Legal communications

    Incident reports, insurance claims, lawyer communicationso Main contact for landlordso Main contact for vendors

    Outreach coordinatoro Community outreach, such as fundraisers and eventso Staff outingso Corporate gatherings

    Main contact for HR needso Ensuring clubs are following proper hiring/firing guidelineo Compile and maintain employee records (Non Disclosures on file for all employees and Non Compete on file for all management)

    Health Coverage tracking – who is eligible and enrolled

    Audit club payroll weekly before processing for errorso Send any discrepancies to Regional Manager to adjust

    Qualifications/Requirements

    High School Diploma (required); Bachelors degree (preferred)

    2+ years prior experience providing general administrative support

    Prior experience serving in an office manager role preferred.

    Computer proficiency - comfortable with MS Office

    A passion for fitness and health.

    Upbeat and positive attitude!

    Punctuality and reliability is a must.