Administrative Assistant - Part-time

POSITION SUMMARY:
This position provides high-level administrative, executive, and personal support to three Company Partner/Owners, serving as a trusted resource in managing the wide range of responsibilities that span both business and personal matters. The role requires exceptional organization, discretion, responsiveness, and the ability to anticipate needs and manage priorities in a fast-paced, highly confidential environment.

Because of the close connection between the Company and its family/partner ownership, this position requires flexibility and sound judgment when navigating the crossover between business and personal responsibilities while maintaining the highest level of confidentiality and professionalism at all times.

Part time, Monday-Friday. Must be able to work all hours in the office. Hybrid/remote work is not available. 

MAJOR TASKS:
Business Partner Support

• Provide administrative and executive support to Company Partner/Owners, managing a range of business and personal responsibilities.
• Serve as a trusted point of contact for the Partner/Owners, responding to requests, anticipating needs, coordinating follow-up, and ensuring commitments and priorities are addressed.
• Coordinate business and personal travel, including transportation, accommodations, reservations, detailed itineraries, scheduling, and logistical arrangements.
• Manage owner requests and unanticipated projects, often requiring independent research, coordination, problem-solving, and timely execution.
• Coordinate personal and business appointments, meetings, reservations, and other scheduling needs.
• Maintain written and electronic calendars to ensure schedules remain accurate, and synchronized.
• Organize, prepare, and submit expense and mileage reports on behalf of the Partner/Owners.
• Coordinate payment of personal and business bills and assist with related administrative and financial tasks.
• Coordinate Family Partner meetings
• Provide administrative support for U of O Athletics-related responsibilities, including Autzen Suite setup, ticket distribution, basketball ticket distribution, and ongoing coordination and relationship management with DAF staff.
• Maintain Notary Public certification and provide notarial services for the Partner/Owners and Company as needed.
• Provide administrative support and coverage for the Springfield office.
• Provide backup support for the Administrative Assistant/Reception function to ensure continuity of office operations.
• Coordinate and complete special projects and other assignments as directed
• Maintain a high level of responsiveness, flexibility, and attention to detail while supporting the evolving needs of the Partner/Owners and their families.
• Perform other duties and responsibilities as assigned.
  

SKILL REQUIREMENTS:

•  Proven experience as an administrative assistant or in a similar role.
• Strong time-management skills.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite and experience with expense management software.
• Ability to handle sensitive information with confidentiality and discretion.
• Flexible and adaptable, with a strong attention to detail.