Administrative Assistant Job at 24 Seven in Portland

Overview

24 Seven is partnering with a top global sportswear client to help them find an Administrative Assistant for this onsite position in Portland, OR. This is a fulltime contract scheduled until the end of March working 4 days a week onsite. While on contract, you’d be eligible for benefits including medical, dental, vision, and more.

Ideal Candidate

Ideal Candidate: will have bachelor’s degree in business or a related field (or equivalent experience), with at least 3+ years of administrative work experience. They are also proficient in Microsoft Office Suite and skilled in virtual meeting tools such as Zoom and Microsoft Teams.

Responsibilities

• Complex Calendar Management: Scheduling appointments, meetings, and conferences for the leaders you support, managing conflicts and coordinating with other teammates and leaders as required
• Booking Travel Arrangements: Booking flights, accommodations, and transportation for leaders you support, including managing itineraries and necessary documentation.
• Planning Meetings and Events: Securing event space as necessary and handling any budgeting, catering, agenda planning, scheduling, reminders, and working with external parties as needed.
• Preparing expense reports, tracking budgets, and processing invoices or purchase orders for vendors as required.
• Document Preparation & Organization: Producing, editing and reformatting documents and email correspondence. This could include but will not be limited to updating organizational charts, creating high quality graphic and text PowerPoint or Keynote presentations, and/or team session agendas/work session run of shows.
• Communications – Under the leader’s direction, write, contribute and/or edit draft communications, involve appropriate stakeholders and gain final approval. May manage distribution lists and send communications on the leader’s behalf.
• Coordinate Team Space Planning, Workspace and/or Equipment Moves: Partner with the appropriate stakeholders to organize individual or departmental moves
• Budget Tracking: may assist leader with tracking of expenses
• POs: create purchase orders
• Assisting with project planning, tracking progress, and ensuring deadlines are met as needed by the team and/or leader you support
• Support team plans, projects, activations or other deliverables as needed
• Serve as the main point of contact for administrative questions from the team
• Provide coverage for other leaders where temporary administrative needs exists

What You Bring

• Bachelor’s degree in business or related field. Will accept any suitable combination of education, experience and training
• Minimum of 3 years of administrative work experience required
• Ability to work and communicate effectively with a variety of personalities including senior level executives
• Proven ability to organize, prioritize and appropriately handle highly confidential and sensitive information
• Ability to work independently and take initiative to follow-through on requests until completion with a high attention to detail
• Previous experience working with and tracking budgets and booking travel is strongly preferred
• Proficiency in Microsoft Office Suite (MS Outlook, PowerPoint, Word and Excel) and virtual meeting tools (Zoom / MS Teams). Experience with Keynote a plus, not required. Experience with AI tools like Chat GPT or Microsoft Copilot a plus, not required.