Executive Assistant

Job Title: Executive Assistant

Location: 100% Work from home (From Pacific Zone)

Duration: 12 Months Contract with high possibility of extension

Standard working hours are generally aligned to Pacific Time (approximately 8:00 AM – 5:00 PM)

Interview Process:

• Up to two interview rounds
• Initial screening followed by interviews with the hiring leaders

Top Qualifications:

• 5+ years of Executive Assistant or Administrative Assistant experience preferred
• Strong Microsoft Office suite proficiency, particularly Outlook calendaring
• Exceptional organizational and communication skills
• Experience supporting multiple leaders and managing complex scheduling requests
• Ability to prioritize, think strategically, and proactively identify solutions
• Experience with Concur, travel booking tools, and AI productivity tools (such as Copilot) is a plus

Job Description:

• The hiring team is seeking an experienced Executive Assistant to provide support for two senior leaders based in Portland and San Francisco, with occasional support for a third senior leader and their teams. This is a traditional Executive Assistant role focused on calendar management, travel coordination, expense processing, meeting logistics, and general administrative support.

Key Responsibilities:

• Complex calendar and scheduling management across multiple stakeholders and time zones
• Travel coordination and booking management
• Expense reporting and reconciliation (Concur)
• Meeting and offsite/event coordination, including vendor interactions
• Administrative support for team meetings, awards, and other organizational activities
• Proactive management of competing priorities and scheduling conflicts

Ideal Candidate Profile:

• The hiring managers are looking for a highly organized, experienced Executive Assistant who can operate independently, anticipate needs, and effectively manage multiple priorities.
• Strong communication skills are critical, as this individual will frequently represent leaders and communicate on their behalf.

Responsibility:

• 5+ years Relieves the executive of administrative type functions in order to increase the time an executive has available for executive level responsibilities.
• May handle a wide variety of situations and conflicts involving the clerical and administrative function of the office. Responsible for confidential and time sensitive material.
• Prepares routine and advanced correspondence including letters, memoranda, and reports.
• Requires an associate's degree or its equivalent with at least 2 years of experience in the field or in a related area. Familiar with a variety of the field's concepts, practices, and procedures.
• Relies on experience and judgment to plan and accomplish goals. May direct and lead the work of others. Typically reports to an executive.
• A wide degree of creativity and latitude is expected.

Additional Notes:

• This position supports a global organization, so experience coordinating across time zones is beneficial.
• The team values proactive calendar management, strong judgment, and the ability to prioritize competing business demands.
• Current plans are for a contingent engagement with budget approved for a full year; conversion to full-time employment is not anticipated at this time.