Executive Assistant

Overview

Ruby creates remarkable first impressions through our mission of creating real, meaningful personal connections. The Executive Assistant will be responsible for a variety of tasks including scheduling and calendar management, meeting support, travel coordination, internal and external communication, and special projects.

This position reports to the CEO from our Downtown Portland, OR office and supports the entire Executive team.

What You'll Be Accountable For

  • Provide high-level administrative support to the Executive team including calendaring, and general administrative support.
  • Manage expense reporting and travel coordination for the Executive team.
  • Maintain global view of corporate programs, including regular updates and reporting to the Executive team.
  • Assist in the creation and editing of PowerPoint presentations required for Executive and Board of Directors meetings. Perform research and assist in the preparation of reports and presentations.
  • Plan and support on- and off-site meetings, corporate retreats, and Board of Directors meetings including: booking conference rooms, tech set up, food and beverage, and greeting guests
  • Act as point of contact for external communications regarding scheduling, meetings, or providing information.
  • Handle sensitive and confidential projects, documents, and agreements related to company operations.
  • Collaborate with various staff and departments on special projects, as assigned.
  • Travel as needed to support the business and the Executive team.
Your Work DNA

  • You thrive under pressure with grace and apparent ease. Your positivity and can-do attitude emanate from your being.
  • Your ability to confidently anticipate your customer's need makes some think you may be a mind-reader. You are a service-oriented problem solver.
  • You are accurate, precise, and never let an item fall off your list. You take care to leverage technology to operate efficiently and effectively, making the best use of every key stroke.
  • Team player is one way to describe you, although you prefer Rockstar Collaborator. You jump at the opportunity to pitch in and feed the greater good. No job is too big or small when you can lend a helping hand.
  • You don't need every last detail on a topic before being able to take the core facts, talk to the right people, and formulate a plan to action. "Gray" is just another word for "options" in your world. You are adaptable!
  • You are accountable, proactive, and thoughtful, with a high attention to detail, follow through, and strategic problem-solving skills. Yep – that's right. You are the kitchen sink, but in a professional kind of way.
Your Background

  • Minimum 4 years' experience supporting senior-level executives in a professional setting
  • Highly proficient with Microsoft Office suite, including Outlook, Word, and Excel.
  • Experienced and highly proficient working with executives on PowerPoint presentations, including content and graphics.
  • Some project management capabilities to support global project report outs
  • Excellent organizational, social, and problem-solving skills with a can-do approach.
  • Demonstrated ability to work independently and effectively in a fast-moving environment with multiple demands and priorities.
  • Strong communication and critical thinking skills, and excellent attention to detail.
  • Expense and event management, a plus.
Work Environment

Work takes place in an open office setting with some travel between sites and for miscellaneous duties. This is a full-time position that requires the ability to work a flexible and consistent full-time schedule. It requires the ability to sit and work at a computer for extended periods of time and communicate effectively with a diverse audience in person, by phone and by computer.