Executive Assistant

Job Summary

The Executive Assistant reports to the Chief Operating Officer (“COO”) and performs all job functions necessary including providing comprehensive support by managing complex calendars, coordinating high-priority meetings, handling sensitive communications, and assisting with key strategic initiatives. This role requires exceptional organizational skills, discretion, and the ability to work in a fast-paced and dynamic environment. The ideal candidate will possess strong interpersonal skills, a high degree of professionalism, and an understanding of corporate priorities.

Benefits

CalPortland is proud to offer a comprehensive, competitive benefits package that provides health and financial support to our most important resources: our employees. Your benefits are an important part of your overall compensation at CalPortland. That’s why we give you a wide range of benefits to choose from. 

• Medical, Dental, Vision 
  • low-cost premiums even for family coverage
• Company-paid life/AD&D insurance
• Company-paid short-term disability
• Paid sick/vacation/holiday
• 401k/Company Funded Pension Program (program is dependent upon location and job type)
• Employee Assistance Program (EAP)
• Additional voluntary benefits 

Responsibilities

• Executive Support:
  • Manage the CEO and COO’s calendars, including scheduling, rescheduling, and prioritizing appointments, meetings, and travel
  • Prepare and manage correspondence on behalf of both executives, including emails, phone calls, and meeting notes
  • Anticipate the needs of both executives, providing proactive solutions to support daily operations and decision-making
  • Act as a liaison between the executives and senior leadership, as well as external stakeholders, maintaining effective communication at all levels
• Meetings & Travel Coordination:
  • Organize and coordinate meetings, including logistics, agendas, and materials for both internal and external parties
  • Prepare executives for meetings, ensuring they are fully briefed on the agenda, attendees, and key discussion points
  • Coordinate travel arrangements, including flights, accommodations, transportation, and itineraries, while ensuring cost-effectiveness
• Strategic Project Support:
  • Assist in tracking and coordinating progress on key strategic initiatives and organizational projects led by the CEO and COO
  • Prepare reports, presentations, and other documents as needed for executive meetings, board meetings, and high-level discussions
  • Collaborate with other departments to gather information and insights necessary for decision-making processes
• Confidentiality and Discretion:
  • Handle sensitive information with the utmost confidentiality and professionalism
  • Support the executives in managing both business and personal matters as needed, ensuring discretion and respect for privacy
• Operations & Administration:
  • Help streamline operational workflows by managing key administrative tasks such as document filing, office supply management, and systems organization
  • Support the coordination of company events, corporate communications, and executive-related social engagements
• Cross-Functional Coordination:
  • Build and maintain relationships with senior leadership, department heads, and external partners to ensure smooth operations and communication
  • Assist in coordinating cross-functional teams, ensuring alignment with the organization’s strategic goals

Education

High school diploma/GED

Requirements/Qualifications

• Strong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), and project management tools
• Ability to operate all types of office equipment (computer, copier, scanner)
• Excellent English communication skills, both written and verbal
• Excellent computer, math, and organizational skills
• Self-starter with the ability to prioritize workload in an efficient manner
• Strong problem-solving abilities, with a proactive and solution-oriented mindset
• Ability to perform multiple tasks in a busy office environment, which may include distractions, interruptions, and noise
• Ability to handle employee and company services confidentially

Preferred:

• Associate or Bachelor degree in Business Administration or equivalent experience
• Experience with SAP
   

Conditions of Employment

Successful candidate must submit to a post-offer pre-employment physical examination, drug/alcohol screen, and background check. Some positions require Federal Motor Carrier Safety Administration (FMCSA) registration/clearance as well as ongoing alcohol and drug testing.

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