Executive Assistant

$71,000 - $105,000/Yr

David Evans And Associates - Portland, OR

Full-time - Entry Level

Portland, OR

Professional, Scientific, and Technical Services

About the position

David Evans and Associates, Inc. (DEA) is seeking an exceptional Executive Assistant to support our Chief Financial Officer (CFO) at our Portland, OR office. This role requires a high level of professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant will provide comprehensive administrative support to the CFO and other leaders as needed, including managing calendars, scheduling meetings, and coordinating travel arrangements. Additionally, the role involves supporting the Board of Directors by organizing meetings, preparing and distributing the board book, and ensuring all board-related tasks are completed efficiently. In this dynamic position, the Executive Assistant will organize and facilitate executive meetings, preparing agendas, materials, and taking detailed minutes. Effective communication between the CFO and other executives, staff, and external stakeholders is crucial. The role also includes planning and coordinating complex travel itineraries, managing expense reports, and preparing various documents, presentations, and reports. The Executive Assistant will assist with special projects, including financial reporting, budget preparation, and analysis, while coordinating with various departments to gather and compile information. The position serves as the primary point of contact for the CFO, managing phone calls, emails, and correspondence, and handling sensitive and confidential information with discretion. Building and maintaining positive relationships with internal and external stakeholders, including clients, partners, and vendors, is essential. General administrative support, including filing, data entry, maintaining records, and other duties and special projects as assigned, will also be part of the responsibilities.

Responsibilities

• Provide comprehensive administrative support to the CFO and other leaders as needed.
• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Organize meetings for the Board of Directors, preparing and distributing the board book.
• Facilitate executive meetings, preparing agendas, materials, and taking detailed minutes.
• Plan and coordinate complex travel itineraries for the CFO.
• Prepare, process, and track expense reports for timely reimbursement.
• Create, edit, and proofread documents, presentations, and reports.
• Assist with special projects, including financial reporting and budget preparation.
• Serve as the primary point of contact for the CFO, managing correspondence.
• Build and maintain positive relationships with internal and external stakeholders.
• Provide general administrative support, including filing and data entry.

Requirements

• Bachelor's degree in Business Administration, Communications, or a related field preferred.
• Minimum of 12 years of administrative experience in roles of increasing responsibility supporting senior leadership.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other relevant software.
• Strong organizational skills with the ability to prioritize and manage multiple tasks simultaneously.
• Exceptional written and verbal communication skills, with a focus on clear, concise, and accurate language.
• Strong document writing and proofreading skills, with a keen eye for detail in grammar, spelling, and formatting.
• Demonstrated ability to work independently and as part of a team.
• High level of discretion and integrity in handling confidential information.

Nice-to-haves

• Experience in the architectural, engineering, or construction industry.
• Advanced proficiency in Excel, capable of creating and maintaining well-organized spreadsheets.
• Familiarity with project management software (e.g., MS Project) and financial systems.
• Strong customer service orientation with a focus on quality and continuous improvement.
• Experience reading and understanding financial reports and other business data metrics.

Benefits

• Medical, Dental, Vision, Disability, and Life Insurance
• Health Savings and Lifestyle Spending Account with employer contribution
• Support for continuing education and training opportunities
• Paid Time Off (PTO)/Holiday Pay
• 401k and Employee Stock Ownership Program (ESOP)
• Flexible 9/80 (every other Friday off) work schedule
• Holistic Wellbeing Program with a focus on physical, emotional, financial, career, and community health
• Opportunity for growth with support and mentoring to help with professional goals