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Designated Executive Assistant

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• 17-Feb-2023 to Until Filled (HST)

• Cayuse Commercial Services

• Remote, OR, USA

• Full Time

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  SUMMARY

  In this position, the Executive Assistant will be working with a small number of executives, which will allow the assistant to work proactively with the supported executives. The assistant will also work within a team and will provide support to the executives supported by team members in their absence.

  The expectation of a successful executive assistant is the ability to build and maintain professional relationships with executive customers and within a team.

  • Responsible for assisting client executives and associated staff members with the following services: • Calendar Management • Email review

  • Time and Expense

  o Travel coordination, domestic and international (basic and complex) o Conference call and meeting coordination (basic and complex); includes schedule coordination of call or meeting participants o Video conferencing o Meeting and event planning o Document production o Access, list and site maintenance (team services, SharePoint, and other tools) o Research and Special projects

  RESPONSIBILITIES

  • Within the services indicated above, performs the following duties:

  o Provides Point of Contact administrative support to an assigned group of clients, while at the same time sharing and leveraging work to members of the team o Receives customer inquiries, responds to receipt of request, and fulfills requests in a professional, efficient and timely manner o Captures and documents details of all customer interactions daily in a work management tool o Operates within guidelines and procedures to independently deliver full range of services o Correspondence and database tracking o Consistently provides high level of quality service o Uses judgment to anticipate customer service needs o Identifies, resolves or escalates, and tracks customer service issues with sensitivity and tact

  • Markets skills and services to customers • Works as a cooperative and collaborative member of a high performing team • Helps new team members as needed and requested • Recommends process improvements to enhance and improve service and overall performance • Develops areas of specialization as directed by supervisor by continuously improve technical skills • Professional with a good executive presence demonstrating poise and ability to remain calm • Demonstrate proactive business and customer service mentality, assuming ownership over solutions with a desire and willingness to be flexible and adaptable • Other duties as assigned

  MINIMUM QUALIFICATIONS

  • High school diploma or GED • 1-2 years previous administrative experience or equivalent

  PREFERED QUALIFICATIONS

  Technical Skills: Knowledge, Skills and Abilities (KSA's)

  • 1-2 years previous administrative experience or equivalent • Associates degree in Office Administration or related area preferred • Experience supporting multiple executives preferred • Experience supporting customers in a virtual environment preferred • Knowledge of and experience using various computer applications including Microsoft Office Suite • Technology savvy with an interest in new generation technology - comfortable doing things a different way, troubleshooting, and recommending new technology • Excellent oral, written communication skills; includes proficiency in English grammar Interpersonal Skills • Discrete - ability to be trusted with highly confidential information • Self-starter with demonstrated ability an assume greater responsibilities over time • Empathetic by making sound decisions using judgement based on the expectations of the executives supported • Continuous learner/improvement mindset, desire to learn quickly with a commitment to excellence • Excellent customer service skills • High level of professionalism • Ability to successfully handle customer requests and manage multiple priorities/tasks • Effective listening skills • Ability to take initiative; to be both proactive and flexible; and to multi-task • Attention to details; resourceful and organized with good follow up and follow through skills • Positive attitude; tolerance for dealing with difficult customers and stressful situations

  PROPRIETARY & CONFIDENTIAL

  • An ability to work well in teams as well as independently

  Additional Abilities

  • Must be able to pass a background check. May require additional background checks as required by projects and/or clients at any time during employment.

  WORKING CONDITIONS

  • Professional office environment • Must be able to establish a productive and professional remote workspace. • Must be physically and mentally able to perform duties for extended periods of time. Ability to use a computer and other office productivity tools with sufficient speed to meet the demands of this position. • Will be required to attend and conduct virtual meetings as needed throughout the workday. • Must be able to work varying work schedules and/or extended hours to meet business needs and project deadlines.

  As an equal opportunity employer, Cayuse Commercial Services is committed to a diverse workforce. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Veterans' Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants that require accommodation in the job application process may contact our Recruiting Department at (541) 278-8200 for assistance.