Executive Assistant

Job title: Executive Assistant
Contract type: Freelance
Location: Portland
Discipline: Retail
Remote: No
Reference: 412540
Contact name: Rianne McDonough
Job Published: January 01, 1970

Job description

General Summary

The Executive Assistant role performs a variety of administrative tasks in support of a company executive and business group.


Scope and Complexity

  • Has substantial understanding of the job and applies knowledge and skills to complete a wide range of tasks.
  • Continues to perform as an individual contributor completing advanced and complicated tasks requiring considerable judgment.
  • Works on assignments that are moderately difficult, requiring judgment in resolving issues or in making recommendations


Essential Responsibilities

  • Maintains executive calendars and schedules, arranges for meeting rooms or facilities and coordinates and confirms travel plans including airfare, lodging, rental car, meals etc.
  • Prepares agendas and/or presentations, attending meetings with executives and takes, transcribes, and distributes notes or minutes.
  • Coordinates, monitors, and communicates company updates and events that impact relevant departments.
  • Prepares and submits expense reports on behalf of the executive.
  • Screens visitors, phone calls, emails, or physical mail.
  • Partners with other Executive Assistants to provide additional support or back-up as needed.

Minimum Qualifications

  • Highschool diploma or equivalent level of education is required.
  • Two (2) years of relevant experience in an administrative or executive assistant capacity.
  • Documented experience handling confidential information.
  • Ability to work independently and as part of a team. 
  • Excellent verbal and written communication skills.
  • High level of detail orientation with the ability to work well and maintain professionalism under pressure.
  • High level of proficiency with Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and Internet.
  • Ability to meet deadlines, multi-task, and prioritize workload based on the needs of the organization.
  • Ability to take initiative and work with limited direction.
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