Executive Assistant & Office Manager

Portland, OR
Finance, IT and People

Summary

The Executive Assistant is responsible for supporting the President and CEO in day-to-day organization, travel arrangements and calendar management. This role also provides ad hoc support to the broader executive team and HQ employees as required. Additionally, this position acts as the Office Manager for the Stumptown HQ in Portland. They are responsible for the organization and support of office operations, procedures and resources, ensuring the facility is clean, organized and inviting for employees and guests alike.

Essential Functions

Executive Assistant: - Works directly with the CEO to manage calendars, travel arrangements, expense reporting, meeting and event arrangements - Coordinates projects as needed - Schedules and coordinates logistics for meetings and events - Acts with a high level of integrity and uses professional discretion while handling confidential and sensitive information - Provides organizational and administrative support to broader executive team as needed - Serves as information resource and communication channel for various company activities - Coordinates with parent and sister companies to organize complex schedules and meetings and prepare materials to distribute to the Board of Directors - Performs other duties as assigned

Office Manager: - Maintains office appearance, supplies, janitorial, security and general maintenance services - Maintains office supplies, ensuring timely orders and regular supply levels - Oversees receptionist, providing coaching and development and ensuring Stumptown hospitality is displayed to all employees and visitors - Provides receptionist coverage for breaks, lunches or vacations, managing and directing in-bound general phone calls; receives and directs visitors to Stumptown HQ - Performs general administrative duties for office such as brewing coffee, sorting mail, issuing parking permits, space planning or coordinating office moves - Represents Stumptown within local business district and community, advocating on behalf of company’s interests pertaining to issues such as parking availability and neighborhood safety and cleanliness - Performs other duties as assigned

Supervisory responsibilities

  • Manages one non-exempt employee

Qualifications

  • 2-3 years of relevant work experience such as executive assistant or office manager experience
  • High School Diploma required; BS/BA preferred
  • Proven track record of taking ownership of administrative tasks
  • Knowledge and demonstrated application of Gmail, and Microsoft Word, Excel, PowerPoint and other online tools
  • Demonstrated ability to manage calendars, perform complex travel and meeting coordination for C-level executives
  • Strong organizational skills, attention to detail and ability to manage competing demands
  • Demonstrated professional maturity required to carefully manage confidential and sensitive information
  • Strong communication skills, both written and verbal, and ability to communicate up, down, across and outside the organization with confidence and grace
  • Team player with eagerness and aptitude to grow
  • Flexible and adaptable to change
  • Judgment and decision making ability is required in resolving problems
  • Willing to work occasional evenings and weekends as required
  • Works independently with minimal supervision

Physical Demands

  • Must be able to remain in a stationary position seventy five percent of the time
  • Constantly operates a computer
  • Frequent written and verbal communication with customers and co-workers
  • May be required to lift up to 20 pounds occasionally
  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Work environment

  • Work is performed primarily in an office environment
  • The noise level is moderate but can be loud at times

Please email cover letter and resume to jobs@stumptowncoffee.com and list position title and location in the subject line

We are an Equal Opportunity Employer.
We do not discriminate on the basis of race, religion, color, sex, age, national origin or disability.