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Executive Administrative Assistant III

ICONMA, LLC

Portland, OR

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JOB DETAILS
SALARY
$17.33–$21.13 Per Hour
SKILLS
Administrative Skills, Analysis Skills, Automotive Industry, Billing, Board Meeting, Bookkeeping, Business Solutions, Cadence, Calendar Management, Communication Skills, Computer Skills, Conflict Resolution, Customer Support/Service, Detail Oriented, Executive Assistant Skills , Expense Management, Expense Tracking, File Maintenance, Financial Statements, Health Plan, Interpersonal Skills, Leadership, Logistics, Mentoring, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Product Family, Microsoft Word, Multitasking, Office Management, Operational Support, Order Supplies, Organizational Skills, Performance Metrics, Prepare Correspondence, Presentation/Verbal Skills, Problem Solving Skills, Project Tracking, Project/Program Coordination, Record Keeping, Records Management, Research Skills, Schedule Development, Software Administration, Spreadsheets, Systems Maintenance, Telephone Skills, Time Management, Travel Planning, Word Processing, Writing Skills
LOCATION
Portland, OR
POSTED
7 days ago
Our client, a Automotive company, is looking for a Executive Administrative Assistant III for their Portland, OR/Hybrid location.
 
Responsibilities:
  • The main function of an administrative assistant/executive assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions.
  • A typical administrative assistant acts as information and communication managers for an office.
  • Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
  • Prepare invoices, reports, memos, letters, financial statements, and other documents.
  • File and retrieve corporate documents, records, and reports.
  • Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
  • Prepare agendas and make arrangements for committee, board and other meetings.
  • Provides administrative support directly to executive level management, exercising confidentiality, tact and diplomacy
  • Uses business software applications (e.g., word processing, presentation and spreadsheet) to prepare correspondence, reports, presentations, agendas, minutes, etc.; may prepare responses to routine correspondence and nquiries
  • Receives, screens and directs incoming calls, visitors, mail and email
  • Maintains files, records, calendars and diaries; typically arranges business travel, coordinates meeting arrangements and tracks expenses
  • Participates in the development and implementation of administrative standards, policies and practices for the organization
 
Requirements:
  • Typically requires 3 years of relevant experience or AA degree + 1 year of relevant experience
  • Requires a broad understanding of skills, knowledge, and procedures of role
  • Uses broad perspective to problem solve and find new solutions to problems
  • Works independently with limited supervision
  • Acts as an informal resource for new colleagues with less experience and explain detailed and/or complicated information with team
  • Provides input, advice, and recommendations related to job field
  • Microsoft product – outlook – team’s meetings – copilot – Concore for spending and expenses
  • Experience with PP and excel
  • Relevant Experience – someone who has worked with an executive in an administrative capacity or has administrative experience – front office or receptionist experience
  • No specific AA degree required
  • Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
  • Ability to work independently and manage one’s time.
  • Ability to keep information organized and confidential.
  • Basic mentoring skills necessary to provide support and constructive performance feedback.
  • Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.
  • High school diploma or GED required.
  • 5-7 years experience required.
  • Experience working with executives highly preferred.
  • Best – someone who has prior admin support with executive level mgmt.
  • Experience with software apps maintaining calendars and arranging travel and support with meetings tracking expenses screening emails and directing calls mail and email supporting one director – helping with leadership team working individually – soft skills communication with executives and flexibility being onsite and execute things quickly and efficiently
KPI’s –
  • Proactive calendar management with minimal conflicts
  • Timely preparation of meeting materials and clear action tracking
  • Responsive, professional communication with stakeholders
  • Seamless operational support with no disruption to leadership cadence
  • High accuracy and attention to detail across scheduling and logistics
  • Schedule management – calendars – Microsoft Office 
  • Project coordination and tracking timelines and tasks
  • Expense management and travel management Concur
 
Why Should You Apply?

About the Company

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ICONMA, LLC

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