Administrative Assistant

Title: Administrative Assistant 3/ Executive AssistantLocation: Beaverton, ORDuration: 6+ month contractPayrate: $30/hr on w2WHO WE ARE LOOKING FOR We’re looking for a Senior Administrative Assistant who has a proven ability to work in a fast-paced, results-oriented environment. You have a high learning agility, strong organization skills and high attention to detail. Having strong communication and time management skills, you are able to prioritize across multiple tasks, set expectations across a variety of stakeholders and take initiative to follow-through on requests through completion. You can work independently or as part of a team and know how to adapt your style to most efficiently and effectively support the leaders and businesses you are lined up against. WHAT YOU BRING: • Bachelor's degree in business or related field. Will accept any suitable combination of education, experience and training • Minimum of 3 years of administrative work experience required • Ability to work and communicate effectively with a variety of personalities including senior level executives • Proven ability to work effectively in a fast-paced, results-oriented, team environment with times of high ambiguity • Proven ability to organize, prioritize and appropriately handle highly confidential and sensitive information • Ability to work independently and take initiative to follow-through on requests until completion with a high attention to detail • Previous experience working with and tracking budgets is strongly preferred • Proficiency in Microsoft Office Suite (MS Outlook, PowerPoint, Word and Excel) and virtual meeting tools (Zoom / MS Teams). Experience with Keynote a plus, not required. Experience with AI tools like Chat GPT or Microsoft Copilot a plus, not required. • Ability to occasionally work outside of core business hours WHAT YOU’LL WORK ON You'll perform a wide range of administrative duties for a diverse team of people and/or leaders with a variety of management styles. These duties will include but not limited to the following: • Complex Calendar Management: Scheduling appointments, meetings, and conferences for the leaders you support, managing conflicts and coordinating with other teammates and leaders as required • Booking Travel Arrangements: Booking flights, accommodations, and transportation for leaders you support, including managing itineraries and necessary documentation. • Planning Meetings and Events: Securing event space as necessary and handling any budgeting, catering, agenda planning, scheduling, reminders, and working with external parties as needed. • Preparing Expense Reports, tracking budgets and purchase orders: Preparing expense reports, tracking budgets, and processing invoices or purchase orders for vendors as required. • Document Preparation & Organization: Producing, editing and reformatting documents and email correspondence. This could include but will not be limited to updating organizational charts, creating high quality graphic and text PowerPoint or Keynote presentations, and/or team session agendas/work session run of shows. • Communications – Under the leader’s direction, write, contribute and/or edit draft communications, involve appropriate stakeholders and gain final approval. May manage distribution lists and send communications on the leader’s behalf. • Coordinate Team Space Planning, Workspace and/or Equipment Moves: Partner with the appropriate stakeholders to organize individual or departmental moves • Budget Tracking: may assist leader with tracking of expenses • POs: create purchase orders • Special Projects: Assisting with project planning, tracking progress, and ensuring deadlines are met as needed by the team and/or leader you support • Team & Culture Building: You will have the opportunity to work with the leader you support to help the team build connections to each other, their leader, the environment and through a variety of ways – staff meetings, team building activities, offsites and the physical workspace they come to day-in and day-out. • Support team plans, projects, activations or other deliverables as needed • Serve as the main point of contact for administrative questions from the team • Provide coverage for other leaders where temporary administrative needs exists