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Administrative Assistant

Job title: Administrative Assistant
Contract type: Freelance
Location: Beaverton
Discipline:
Remote: No
Salary: $25.00/hr
Reference: 461288
Contact name: Rianne McDonough

Job description

24 Seven is partnering with a top global sportswear client to help them find a Administrative Assistant for this hybrid position. This is a 12-month contract with high likelihood to extend or convert to a fulltime salaried position. While on contract, you'd be eligible for benefits including medical, dental, vision, sick time, and 401K.

Ideal Candidate: will have 3+ years of administrative work experience as well as is skilled in Excel, Microsoft Outlook and Office 365 suite.

PRIMARY JOB ACCOUNTABILITIES:
  • Complex Calendar Management: Proactively manages the leader’s calendar in a timely and accurate manner. Includes scheduling of meetings and events, resolution of conflicts, recommends meetings and calendar updates/modifies based on anticipation of needs grounded in organizational context.
  • Travel: Book domestic and international business travel; secure visas, maintain travel profiles
  • Expenses: Track and submit expense reports
  • Meetings and Events: Plan and coordinate team meetings and events of varying sizes and complexity; includes venue selection, ordering catering, tracking expenses, agenda creation, material preparation, A/V resource planning, and coordinating communications to the attendees.
  • Space Planning – Partner with the appropriate stakeholders to organize individual or departmental moves
  • On/Off boarding – help ensure successful on/off boarding of team members; may include equipment and supply management, space planning, scheduling meetings, assisting with communications and/or helping the leader to remember his/her action items.
  • Presentations – Produce and/or edit high quality PowerPoint or Keynote presentations
  • Organization Chart Management -handle the creation and maintenance of organizational charts as needed
  • 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.
  • Budget Tracking – may assist leader with tracking of expenses
  • POs – create purchase orders
  • 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

CAPABILITIES
  • Strong written and verbal communication skills; ability to work and communicate effectively with a variety of personalities including senior level executives
  • Proven ability to work in a fast-paced, results-oriented, team environment with sometimes high levels of ambiguity and independence
  • Candidate should be responsive and communicative (Quick turn on requests/communication when complete, proactive communication on delays, should be responsive & proactive, etc.)
  • Able to prioritize competing requests appropriately for majority of items
  • Available during business hours / provides real time engagement
  • Organize, prioritize and appropriately handle highly confidential and sensitive information
  • Proficiency using required software as well as internal systems
  • Be a connector – take initiative and seek connection on behalf of other people to solve problems and answer questions
WHO ARE WE 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 strong organization skills and the ability to prioritize multiple tasks. You have the ability to take initiative, follow-through on requests until completion, and utilize a keen attention to detail.

WHAT WILL YOU WORK ON?
You’ll perform a wide range of administrative duties, including complex calendar management, booking travel, coordinating meetings and events, producing, editing and reformatting documents and correspondence; preparing expense reports and purchase orders; updating organizational charts; coordinating department or equipment moves; and providing support to a large diverse team of people with a variety of management styles.

This opportunity will challenge you to always be one step ahead, respond quickly and in real time, and require proactive engagement in ‘on-site’ and ‘off-site’ event planning and it’s execution. High and positive energy in a fast-paced and ever changing environment will be a key competency.

WHAT YOU BRING
· High school diploma or equivalent required
· 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 in a fast-paced, results-oriented, team environment with sometimes high levels of ambiguity and independence with sometimes varying working hours
· Proven ability to organize, prioritize and appropriately handle highly confidential and sensitive information
· Highly Proficient in Excel, Microsoft Outlook and Office 365 suite of tools
· Ability to take initiative, follow-through on requests until completion, and utilize a keen attention to detail
· Previous experience working with budgets is strongly preferred
Expired job