Overview
Events Administrative Assistant Jobs in Portland, OR at Multnomah Athletic Club
Position Title: Administrative Assistant
Location: Hybrid, Maitland Office
Salary: $45,000+
FLSA Status: Exempt
Department: HR/Administration
Description:
We are seeking a highly organized and detail-oriented Administrative Assistant to provide essential support to our executive team. The ideal candidate will manage daily administrative tasks, ensure efficient office operations, and assist in coordinating communications and schedules. This role requires strong multitasking abilities, excellent communication skills, and a proactive approach to problem-solving.
This role is intentionally structured as a launchpad into a full Executive Assistant (EA) position. You’ll be exposed to high-level administrative functions, executive calendar management, cross-functional coordination, and strategic support tasks. Our goal is to provide hands-on experience, mentorship, and incremental responsibility that will allow you to develop the skills and confidence to step fully into an EA role.
We expect the right candidate to grow into that capacity within 6–12 months, depending on performance, initiative, and evolving team needs. You’ll receive regular feedback and be gradually entrusted with more complex and high-impact tasks. For someone who is motivated, detail-oriented, and excited to partner with leadership, this is a unique opportunity to fast-track your career.
Key Responsibilities:
Administrative and Executive Support:
Managing the CEO’s calendar, coordinating meetings, and handling daily tasks to optimize efficiency
Serving as a key point of contact and communicating on the CEO’s behalf with other executive leaders.
Manage daily office functions, including inventory control, ordering supplies, and maintaining office organization.
Provide administrative support to executives, assisting with calendar management, scheduling meetings, and handling routine correspondence.
Coordinate travel arrangements for executives and team members, including booking flights, accommodations, and transportation, with the potential to travel to support AE needs.
Support CEO in both professional and personal to-dos.
Communicate effectively with staff, executives, and external partners to ensure smooth day-to-day operations.
Vendor and Office Management:
Maintain relationships with external vendors, such as office suppliers, catering services, and maintenance personnel.
Monitor office supply levels and place orders to ensure the office is always well-stocked.
Assist with the planning and coordination of team events, lunches, and meetings.
Oversee the issuance and updating of access badges for all company employees, and manage access permissions efficiently.
Meeting Coordination:
Schedule, organize, and assist with meetings, including preparing agendas, taking notes, and ensuring all meeting logistics are handled.
Organize catering and meeting materials for in-office and virtual meetings.
Qualifications:
Education: Bachelor’s degree
Experience: 3+ years of experience as an admin support, with knowledge of executive operations, office coordination, and high-level support.
Preferred Qualifications
Knowledge of travel management systems or booking platforms.
Skills:
Strong organizational and time management skills.
Excellent communication skills, both written and verbal.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Experience with scheduling tools (e.g., Google Calendar, Microsoft Outlook).
Ability to handle multiple tasks simultaneously and adapt to shifting priorities.
Strong attention to detail and problem-solving abilities.
Discretion and professionalism in handling confidential information.
Attributes:
Self-motivated with a proactive attitude.
Strong interpersonal skills and the ability to work well in a team.
Ability to work independently and take initiative when needed.
Flexible and adaptable to changes in a dynamic environment.
This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions and perform any other related duties as may be required by their supervisor.
ActivEngage is an equal opportunity employer and does not discriminate or allow discrimination on the basis of race, color, religion, gender, age, national origin, citizenship, disability, veteran status or any other classification protected by federal, state, or local law. ActivEngage promotes affirmative action for minorities, women, disabled persons, and veterans.
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Title: Events Administrative Assistant
Company: Multnomah Athletic Club
Location: Portland, OR
