Administrative Assistant in Portland, Oregon at Rivera Mansions LLC

About the Role:

The Administrative and Executive Assistant plays a crucial role in ensuring the smooth and efficient operation of the management office within a company or enterprise. This position is responsible for providing comprehensive administrative and personal support to executives, enabling them to focus on strategic priorities by managing schedules, coordinating meetings, and handling communications. The role demands meticulous attention to detail in maintaining records, managing calendars, running errands and organizing travel arrangements to optimize time and resources. The Administrative Assistant acts as a liaison between internal departments and external stakeholders, facilitating effective communication and collaboration. Ultimately, this position contributes significantly to the overall productivity and professionalism of the organization by managing essential clerical and administrative functions with accuracy and discretion.

Minimum Qualifications:

• High school diploma or equivalent required; Associate’s degree or higher preferred.
• Proven experience in general administrative support or office management roles.
• Proficiency in calendar management and scheduling software.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent verbal and written communication skills.
• Excellent driving record and a reliable vehicle.

Preferred Qualifications:

• Experience working within the management of companies and enterprises industry.
• Familiarity with travel booking platforms and corporate travel policies.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to handle confidential information with discretion and professionalism.

Responsibilities:

• Manage and maintain complex calendars for executives, scheduling meetings, appointments, and travel arrangements efficiently.
• Coordinate and arrange meetings, including preparing agendas, distributing materials, and ensuring all logistical details are handled.
• Handling and directing calls appropriately and managing communications with internal and external contacts.
• Maintain accurate and organized records, files, and documentation to support operational needs and compliance requirements.
• Perform general clerical duties such as data entry, correspondence, and office supply management to support daily office functions.
• Running errands for executives.

Skills:

The required skills such as general administrative capabilities, calendar management, and arranging meetings are utilized daily to ensure executives’ schedules are optimized and office operations run smoothly. Maintaining calendars and managing travel arrangements require strong organizational and time-management skills to coordinate complex logistics efficiently. General clerical skills and records management are essential for maintaining accurate documentation and supporting compliance and reporting needs. Handling multi-line phone systems demands excellent communication skills and professionalism to manage internal and external interactions effectively. Preferred skills like advanced software proficiency and experience with corporate travel enhance the ability to streamline processes and contribute to a more productive and well-organized office environment.