Job description

Executive Assistant / Officer Manager II
About the Job
Location: Portland, OR- Hybrid
THE ORGANIZATION
Kearns & West is a national collaborative problem-solving, dispute resolution, stakeholder engagement, and strategic communications firm with offices throughout the country. Kearns & West’s collaboration programs are designed to take a diverse range of issues, opinions, goals, and interests and organize them into clear, productive processes that lead to successful conclusions.
Kearns & West is the ideal match for professionals seeking meaningful work, opportunities for growth, and colleagues that are smart, supportive, and oriented toward public service. Once on board, our team members stay for the long term. The entrepreneurial culture at Kearns & West values initiative.
For more information, please visit www.kearnswest.com
THE POSITION

• *Kearns & West’s Portland, OR office seeks a full-time Executive Assistant / Office Manager. This position will provide Executive level support for the Principal of the Portland office. We are looking for someone who is self-motivated, has great initiative, can accomplish tasks quickly, is able to juggle many tasks simultaneously, and can successfully balance working as part of a team with working well independently. Successful applicants will also have strong written and oral communication skills. Requires high attention to detail and excellent organizational skills.

Although this position is based in the Portland, OR region and will primarily support the Portland office as well as remote needs for teams in Seattle and Denver, this role will collaborate with members of the Management, Business, and Project Teams to advance activities across departments including Marketing, HR, and IT.
Key responsibilities include:

• Oversees the daily work activities and operations of the office.
• Plans and coordinates office team-building activities.
• Maintains the inventory of office equipment and supplies; orders new equipment and supplies as needed.
• Facilitates maintenance of office equipment including cleaning, maintenance, and repairs.
• Provides clerical and administrative support to assist the Principal of the Portland office with assigned administrative duties such as maintaining meeting agendas, digital filing/organization, action list tracking, record keeping, scheduling meetings, and managing office operations and schedules.
• Assists in writing and proofreading materials; finds and develops charts, graphics, and visuals.
• Provides technical and administrative support for project team meetings, assisting with meeting planning, note-taking, and running digital engagement technology during meetings.
• Supports updates to company website with job postings and team members’ postings in collaboration with the Marketing Team.
• Posts job descriptions and schedules interviews for Portland-based positions in collaboration with the HR Team.
• Schedules onboarding and provides operations onboarding training for Portland-based new hires in coordination with the HR Team.
• Performs other related duties as assigned.

REQUIRED SKILLS:

• Knowledge of office management procedures.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficient with Office 365 – SharePoint, Outlook, Word, Excel, and PowerPoint.
• Experience with webinar and other technology (e.g., Zoom, Webex, WordPress, Adobe).
• Experience with organizational platform tools (e.g., Monday, Miro, Asana, Trello, Airtable).
• Experience with graphic design tools (e.g., PhotoShop, InDesign) are a plus.

EDUCATION AND EXPERIENCE:

• Associate’s degree required; Bachelor’s degree in Communication or Business related field preferred.
• At least three years of C-suite level support or Office Management experience.

Job Type: Full-time

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