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SERA Architects, Inc. Senior Executive Assistant in Portland, Oregon

The Senior Executive Assistant is responsible for providing confidential administrative support to the Managing Principal ensuring highly sensitive support with integrity and professionalism. In this role, you'll handle a wide variety of tasks and responsibilities, including scheduling and calendar management, meeting coordination and logistics; drafting and management of correspondence; and directing and responding to inquiries. The Senior Executive Assistant is responsible for planning, directing, and coordinating support services for SERA. This position may also have ongoing contact/communication with senior management of SERA clients.

About SERA

SERA is a progressive, 100% employee-owned architecture, interior design and urban design & planning firm based in Portland, Oregon. Since 1968, SERA has been instrumental in the development of the city?s national reputation for livability. In 2015, we opened a second office in the San Francisco Bay Area where we service Silicon Valley and other California clients.

Our culture reflects our commitment to great design, client service, and sustainability. SERA provides our employees with an enjoyable work environment and opportunities for professional and personal development.

Job Title: Senior Executive AssistantDepartment: AdministrationSupervisor: Managing PrincipalFLSA: Exempt

Duties and Responsibilities Primary

  • Provide senior level administrative assistance and support to Managing Principal (including management of calendar in Outlook). Assist with presentations, continuing education opportunities, travel, agendas for senior leadership meetings. Review e-mail, providing input and flagging items of greatest importance for immediate review.

  • Assist Managing Principal in planning and organizing meetings, internal and external.

  • Manage ad hoc projects at senior leadership?s request.

  • Oversee and guide direction of administrative staff.

  • Hire, mentor, coach, and provide discipline for members of the administrative staff.

    Additional

  • Committee and Task Group Involvement a. Operations Committee monthly meetings ? Manage calendar, assist with agenda, act as Scribe. b. AIAO LAC Roundtable monthly meetings ? Manage calendar, assist with agenda, act as Scribe, issue meeting minutes via e-mail/Google docs.

  • Provide administrative assistance to Risk Manager.

  • Other duties as assigned.

Education, Experience, and other Qualifications

  • BA or BS required.

  • Preferred experience providing support at the executive level; professional demeanor.

  • Experience in the field of architecture, engineering or construction preferred.

  • 5+ years related professional experience.

  • Prior management or supervisor experience preferred.

  • Experience coordinating multiple calendars, schedules and meetings.

  • Experience taking and preparing meeting minutes.

  • Experience managing Outlook contacts for executive staff.

  • Demonstrated proficiency in MS Office Suite.

  • Demonstrated proficiency in Google Docs and/or other cloud-based tools.

  • Experience with multi-line phone system.

  • Valid driver?s license with a good driving record.

Knowledge, Skills, and Abilities

  • Proven managerial and operational abilities.

  • Demonstrated ability managing and prioritizing multiple projects, priorities, and deadlines.

  • Ability to maintain confidentiality internally/externally.

  • Outstanding communication skills including the ability to communicate detailed information to a diverse audience. Communication must be at a professional level with attention to grammar, spelling and punctuation; ability to create strong mentoring relationships.

  • Above average ability to work efficiently with IT/AV functions (typically used in meetings). High level of comfort with technology and demonstrated experience with a variety of software applications.

  • Team player with the ability to interact effectively with people from diverse cultural and educational backgrounds.

  • Demonstrates a sense of ownership, focusing on and driving critical issues to closure.

  • Flexible. Not bothered by interruptions.

  • Ability to lift 25 lbs.

  • Proactive and willing to take on any job that needs to be done.

  • Sense of humor.

SERA Architects Inc. is an Equal Opportunity Employer.

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