Executive Assistant II

Job: Executive Assistant II
Duration: 2 Years
Location: 1070 NE Circle Blvd, Corvallis, OR,97330

Job Requirements & Expectations:

• Acts with integrity, confidentiality and discretion in all activities and interactions

• Show dependability, initiative (self-starter), resourcefulness in finding solutions, and strong
follow-thru and follow-up

• Strong organizational skills

• Strong attention to detail, reduce/avoid errors, keep all the facts straight

• Ability to quickly learn (and become subject matter expert/resource for) software
application, web applications, and variety of systems and processes

• Positive attitude

• Professional demeanor

• Flexibility to support Directors (and Managers) with different styles and support needs

• Ability to support multiple people simultaneously

• Quickly become a knowledgeable and reliable administrative resource for where to find
things and how to get things done

• Ability to communicate effectively in person and in writing for collaboration and follow-up

• Ability to work independently and as part of a larger team of Assistants

Job Responsibilities

• Support various levels of Managers and staff

• Managing/coordinating calendars and scheduling meetings, learning/understanding
priorities, managing updates and resolving scheduling conflicts (using Outlook, Zoom)

• Attending and taking notes in staff meetings, then archiving/distributing notes (using Word or Teams)

• Updating org charts, distributions lists and other documents (using PowerPoint, Excel, Word or systems)

• Organizing digital files (using Teams and SharePoint)

• Records retention & management

• Travel scheduling (using CWT) and expense report submissions (using EEM)

• Purchasing, use of appropriate purchasing channel for goods and services (holder of AmEx p-card; P360 system, internal partners)

• Organizing meeting and event logistics: room scheduling and set-up, catering scheduling and delivery handling, communication updates to attendees

• Other duties as assigned

Education & Experience:

• Bachelor's or relevant Associates degree

• 7+ years of experience as Administrative Assistant for Executives

• Experience working for large corporation, a plus

• experience and knowledge of systems and processes, a huge plus

Skills:

• Microsoft Office (PowerPoint, Excel, Word)

• Microsoft Teams / SharePoint

• Zoom

• Smartsheets

• Ability to quickly learn multiple systems and processes for travel reservations, expense reports, purchasing, and facilities