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Absco Solutions Executive Assistant to President in Beaverton, Oregon

Company Overview

Absco Solutions is the premier facility vulnerability expert in the fire life-safety, security, and technology fields with offices in Lynnwood and Spokane Washington, and Beaverton Oregon. Join our team and be part of our forty-year success story in a caring, supportive, and progressive organization.

Job Summary

This dynamic and versatile position will provide opportunities for professional development and involvement with many different facets of executive leadership and business activities. The candidate filling this role will work closely with the President and management team and have exposure to the entire company, partner companies, professional associations, and community organizations. An attitude of learning and growth will be promoted by Absco with a strong company culture of teamwork and fulfillment. We value curiosity, drive, ethics, respectfulness, and accountability.

As the primary support role to the President, the Executive Assistant will ensure the President’s schedule runs smoothly and is freed up from minutiae to focus on key priorities. Under the supervision of the President, the Executive Assistant provides complex administrative support by performing clerical functions such as correspondence preparation, scheduling, and acting as liaison to other departments. Additional areas of responsibility include providing administrative support to the sales department. The ideal candidate would be well organized, and comfortable scheduling meetings and responding to emails on the President’s behalf. This position requires superior daily attendance and occasional after-hours support as well as being extremely detail-oriented, able to multi-task at a high level with superior follow-up skills and, best-in-class communication skills.

The position will be based in our Beaverton, Oregon office but will handle corporate items across two additional offices including correspondence and collaboration between offices. Some travel on occasion to satellite office company functions may be required.

Core Responsibilities Include, but are not limited to:

  • Able to manage and act as a liaison between the President and the sales team, department directors, and CEO

  • Persistent in pursuit of answers and information

  • Runs errands periodically

  • Sorts, reviews, prioritizes, and routes email, mail, and faxes based on established priorities for the President as needed

  • Keeps the President informed of his schedule and upcoming meetings and events, providing reminders as needed

  • Assists the President with coordinating and confirming meetings, appointments, travel arrangements, company events, and the procurements of relevant information

  • Prepares presentations and other materials for meetings and appointments as needed.

  • Draft agendas, record and distribute meeting minutes, and coordinates the meeting room logistics and refreshments;

  • This includes making sure the video conferencing equipment is working properly before every meeting (audio, cameras, PowerPoint presentations, handouts, etc.)

  • Performs word processing; drafts, edits, proofreads, formats, and finalizes executive correspondence documents, reports, and presentations

  • Ensures timely responses to internal & external emails

  • Provide excellent customer service and a positive attitude to customers

  • Managing sales efforts including schedules, due dates, and tracking deliverables

  • Assist the sales team with customer appointment scheduling as needed

  • Coordination of sales training and manufacturer training/certification for sales personnel

  • Provide support for the preparation of the President’s expense reports, mileage reports, etc.

  • Assists with special projects as directed by the President

  • Maintain the Sales SharePoint page and documents organized to be easily accessible by others

  • Coordinating between departments for technical support, proposal reviews, administrative approval, marketing efforts, and information handoff as it relates to sales

  • Lead tracking and routing including CRM administration

  • Assisting with the production of proposals and RFP responses. Assist sales team with proposals, PowerPoint presentations, printing, binding, and assembly

  • Daily updating of sales reports for management.

  • Assist Admin with sales monthly commission reports.

    Qualifications and Skills

  • 5+ years of Executive Level support

  • Proficient math skills & capabilities

  • Highly motivated to create a successful team-driven environment

  • Highly proficient in Microsoft Office Suite, including Teams, PowerPoint, SharePoint, and Excel (creation of formulas, tables, graphs, pivot tables, etc.)

  • Highly detail-oriented, well-organized, ability to multi-task with superior follow-up skills

  • Excellent written and verbal communication skills. Must be able to proofread & review important documents as needed

  • A positive “can-do” attitude

  • Strong communication and interpersonal skills and can interact with all levels of staff positively

  • Valid driver’s license

  • Experience in managing multiple priorities, logistics, and administrative coordination

  • High School diploma or equivalent experience

  • Construction industry experience is a plus

  • Occasional travel within and outside of the state of Oregon

  • Ability to pass a background check

    Benefits and Perks

  • Competitive salary, $45,000-$60,000 DOE

  • Paid time off and holiday pay

  • Matching retirement savings program

  • Medical/dental/vision plan

  • Short/long-term disability coverage

  • Team activities

    Absco Solutions is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender, gender identity, disability status, protected veteran status, marital status, or any other characteristic protected by law.

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