Executive Assistant

Job SummaryThe Executive Assistant reports to the Chief Operating Officer (“COO”) and performs all job functions necessary including providing comprehensive support by managing complex calendars, coordinating high-priority meetings, handling sensitive communications, and assisting with key strategic initiatives. This role requires exceptional organizational skills, discretion, and the ability to work in a fast-paced and dynamic environment. The ideal candidate will possess strong interpersonal skills, a high degree of professionalism, and an understanding of corporate priorities.BenefitsCalPortland is proud to offer a comprehensive, competitive benefits package that provides health and financial support to our most important resources: our employees. Your benefits are an important part of your overall compensation at CalPortland. That’s why we give you a wide range of benefits to choose from. Medical, Dental, Vision low-cost premiums even for family coverageCompany-paid life/AD&D insuranceCompany-paid short-term disabilityPaid sick/vacation/holiday401k/Company Funded Pension Program (program is dependent upon location and job type)Employee Assistance Program (EAP)Additional voluntary benefits ResponsibilitiesExecutive Support:Manage the CEO and COO’s calendars, including scheduling, rescheduling, and prioritizing appointments, meetings, and travelPrepare and manage correspondence on behalf of both executives, including emails, phone calls, and meeting notesAnticipate the needs of both executives, providing proactive solutions to support daily operations and decision-makingAct as a liaison between the executives and senior leadership, as well as external stakeholders, maintaining effective communication at all levelsMeetings & Travel Coordination:Organize and coordinate meetings, including logistics, agendas, and materials for both internal and external partiesPrepare executives for meetings, ensuring they are fully briefed on the agenda, attendees, and key discussion pointsCoordinate travel arrangements, including flights, accommodations, transportation, and itineraries, while ensuring cost-effectivenessStrategic Project Support:Assist in tracking and coordinating progress on key strategic initiatives and organizational projects led by the CEO and COOPrepare reports, presentations, and other documents as needed for executive meetings, board meetings, and high-level discussionsCollaborate with other departments to gather information and insights necessary for decision-making processesConfidentiality and Discretion:Handle sensitive information with the utmost confidentiality and professionalismSupport the executives in managing both business and personal matters as needed, ensuring discretion and respect for privacyOperations & Administration:Help streamline operational workflows by managing key administrative tasks such as document filing, office supply management, and systems organizationSupport the coordination of company events, corporate communications, and executive-related social engagementsCross-Functional Coordination:Build and maintain relationships with senior leadership, department heads, and external partners to ensure smooth operations and communicationAssist in coordinating cross-functional teams, ensuring alignment with the organization’s strategic goalsEducationHigh school diploma/GEDRequirements/QualificationsStrong proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook), and project management toolsAbility to operate all types of office equipment (computer, copier, scanner)Excellent English communication skills, both written and verbalExcellent computer, math, and organizational skillsSelf-starter with the ability to prioritize workload in an efficient mannerStrong problem-solving abilities, with a proactive and solution-oriented mindsetAbility to perform multiple tasks in a busy office environment, which may include distractions, interruptions, and noiseAbility to handle employee and company services confidentiallyPreferred:Associate or Bachelor degree in Business Administration or equivalent experienceExperience with SAP Conditions of EmploymentSuccessful candidate must submit to a post-offer pre-employment physical examination, drug/alcohol screen, and background check. Some positions require Federal Motor Carrier Safety Administration (FMCSA) registration/clearance as well as ongoing alcohol and drug testing. #LI-AV1

Created: 2025-07-01