Executive Assistant

Role Overview

Applicantz is looking for a skilled Executive Assistant to deliver comprehensive administrative assistance to senior executives and their teams. The role primarily involves managing calendars, organizing travel arrangements, handling expense reimbursements, coordinating meetings and events, and providing general office support.

Key Responsibilities

• Oversee complex calendar schedules involving multiple stakeholders and various time zones.
• Arrange business travel plans and manage booking processes.
• Handle the processing and reconciliation of expense reports utilizing Concur software.
• Organize meetings, offsite gatherings, and events including managing vendor relationships.
• Offer administrative support in team meetings, recognition activities, and other organizational functions.
• Effectively prioritize and resolve scheduling conflicts while managing competing demands.
• Draft both routine and advanced correspondence such as letters, memos, and reports.
• Maintain confidentiality and exercise discretion with sensitive and time-critical information.
• Assist in daily administrative operations and anticipate the needs of leadership efficiently.

Candidate Qualifications

• Minimum of 5 years’ experience as an Executive or Administrative Assistant preferred.
• Highly proficient in Microsoft Office, with strong skills in Outlook calendar management.
• Excellent organizational, verbal, and interpersonal communication skills.
• Proven ability to support multiple leaders and handle complex scheduling demands.
• Strong prioritization skills, strategic thinking, and proactive problem-solving capabilities.
• Familiarity with Concur, travel booking tools, and AI productivity platforms like Microsoft Copilot is advantageous.
• Experience coordinating schedules across different time zones highly valued.
• Associate’s degree or equivalent work experience preferred.

Additional Information

• Candidates based remotely are welcome; however, preference is given to those local to the Portland, OR area.
• Standard working hours are 8:00 AM to 5:00 PM Pacific Standard Time.
• The position involves supporting a global organization requiring time zone coordination skills.
• The interview process includes up to two rounds: an initial screening and subsequent leadership interviews.
• Success in this role demands sound judgment, proactive management of calendars, and balancing competing priorities effectively.