Job Description
Are you an organized, detail-oriented professional ready to make an impact in a dynamic environment?
Apex Innovations LLC is seeking a highly skilled Executive Administrative Assistant to join our growing team in the vibrant Pearl District of Portland, Oregon. In this pivotal role, you will provide high-level administrative support to executive leadership, ensuring seamless operations and fostering a productive office culture.
We are looking for someone who thrives in a fast-paced setting, possesses exceptional organizational skills, and is passionate about delivering top-tier administrative support.
Responsibilities
- Manage complex calendars, schedule meetings, and coordinate travel arrangements (domestic and international) for executive leadership.
- Prepare and edit correspondence, including emails, memos, and presentations, ensuring all communications are professional and timely.
- Screen and direct incoming calls, visitors, and mail, prioritizing requests based on urgency and importance.
- Assist in the preparation of reports, presentations, and strategic documents for board meetings and client reviews.
- Maintain and organize electronic and physical filing systems to ensure information is easily retrievable and confidential.
- Act as the point of contact for internal and external stakeholders, serving as a representative of the executive team.
- Perform general office duties, including supply management, expense tracking, and maintaining a welcoming reception area.
Qualifications
- Minimum of 3-5 years of experience as an Executive Administrative Assistant or in a similar high-level support role.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
- Exceptional written and verbal communication skills with a professional demeanor.
- Strong organizational skills with the ability to multitask and prioritize tasks effectively in a fast-paced environment.
- High school diploma required; Associate’s or Bachelor’s degree preferred.
- Ability to maintain strict confidentiality and handle sensitive information with discretion.
- Experience with project management tools (e.g., Asana, Trello) is a plus.