Executive Assistant

This is a fully remote position, open to applicants in Oregon.

📋 Description

• Oversee the complex calendar of the President/CEO, managing meetings, travel, events, competing priorities, scheduling needs, and conflicts.

• Prepare, edit, organize, and manage executive communications, reports, presentations, briefing documents, agendas, and various other materials.

• Ensure the President/CEO is well-prepared for both internal and external meetings and engagements.

• Act as a central coordination and communication resource for the President/CEO.

• Convey priorities, decisions, requests, and pertinent context to stakeholders.

• Organize leadership meetings, including agendas, materials, decision documentation, action items, and follow-ups.

• Track decisions, commitments, projects, and action items, following up with the responsible parties.

• Arrange executive travel logistics, itineraries, meeting setups, and relevant documentation.

• Keep accurate and organized records and materials for the executive.

• Manage sensitive and confidential information with discretion and sound judgment.

• Support strategic initiatives through research, coordination of information, tracking action items, and monitoring milestones.

• Anticipate the needs of the executive and proactively identify administrative, scheduling, communication, and coordination challenges.

• Develop and maintain administrative systems, workflows, and processes to enhance executive efficiency and ensure organizational follow-through.

• Coordinate logistics for executive, leadership, board, and organizational meetings and events.

• Serve as a professional point of contact for internal and external stakeholders interacting with the Office of the CEO.

• Assist with public engagements, presentations, organizational meetings, and other activities involving the President/CEO.

• Contribute to organizational and fundraising efforts.

• Accurately complete administrative, expense, and credit card documentation in a timely manner.

• Participate in organizational meetings, retreats, training sessions, and cross-functional activities.

• Provide administrative coordination and functional support to staff, vendors, and other individuals without formal supervisory authority.

⛳️ Requirements

• A Bachelor’s degree or an equivalent combination of relevant education and professional experience is required.

• A minimum of 3–5 years of progressively responsible experience in executive or senior-level administrative support.

• Proven experience directly supporting a senior executive or C-suite leader.

• Experience in managing complex executive calendars, meetings, travel arrangements, correspondence, and competing priorities.

• Expertise in preparing executive-level meeting materials, reports, presentations, briefings, and professional correspondence.

• Experience in coordinating across senior leaders, departments, and external stakeholders.

• Proven ability to track executive decisions, commitments, action items, and ensure organizational follow-through.

• Advanced proficiency in Google Workspace.

• Advanced knowledge of Microsoft Office Suite.

• Advanced skills in Adobe Acrobat.

• Familiarity with virtual meeting and collaboration platforms.

• Experience with calendar and scheduling tools.

• Knowledge of technology that supports executive operations.

• Willingness to travel up to 10% of the time, including overnight and occasional weekend travel.

• Flexibility to respond to urgent executive needs outside of standard working hours when reasonably necessary.

• No professional certification or license is required.

🏝️ Benefits

• Employer-shared medical and dental insurance premiums.

• Employer-paid short- and long-term disability insurance.

• Employer-paid life insurance.

• Employer-paid accidental death and dismemberment insurance.

• Flexible spending accounts for medical and dependent care.

• Commuter pre-tax benefit.

• 401(k) eligibility with a 5% employer match.

• Immediate 401(k) vesting upon eligibility.

• Paid holidays.

• Paid time off.

• Personal days.

• Remote work arrangement.