Executive Assistant & Operations Coordinator to the CEO

About the Role

The WaitStaff Team is one of the fastest-growing event staffing companies in Portland, Oregon. We provide professional servers, bartenders, event leads, and support staff for weddings, corporate events, private parties, nonprofit galas, and large celebrations. This role begins as a part-time position with the opportunity to grow into a larger role as the company expands.

This is NOT a typical Executive Assistant position. You won’t spend your day simply scheduling meetings or managing a calendar. Instead, you’ll help organize a growing business, improve systems, document processes, keep projects moving forward, and help the CEO stay focused on the highest-value work. This role is ideal for someone who wants to grow into becoming the CEO’s trusted right hand. Over time, you’ll have the opportunity to take ownership of projects, improve business systems, build automations, and play a key role in helping the company scale.

Responsibilities

• Managing the CEO’s calendar and scheduling
• Organizing and prioritizing daily tasks and projects
• Drafting and responding to emails
• Following up on important deadlines and commitments
• Coordinating hiring and interview scheduling
• Assisting with employee staffing and scheduling
• Supporting payroll administration
• Preparing meeting notes, summaries, and action items
• Building and maintaining Standard Operating Procedures (SOPs)
• Organizing company documentation and internal processes
• Researching software, vendors, and business solutions
• Assisting with CRM management (Pipedrive / GoHighLevel)
• Identifying opportunities to improve efficiency and reduce manual work
• Assisting with business automations using AI and workflow tools
• Taking ownership of projects from beginning to completion
• Helping the CEO remain focused, organized, and accountable

Requirements

• Is highly organized and detail-oriented
• Loves bringing order to chaos
• Is proactive rather than reactive
• Solves problems before they become emergencies
• Communicates professionally in excellent English (written and verbal)
• Is comfortable working directly with a business owner
• Can respectfully push back when they believe there’s a better solution
• Learns new software quickly and enjoys technology
• Enjoys documenting processes and creating SOPs
• Is dependable, trustworthy, and takes ownership of their work
• Can comfortably manage multiple priorities in a fast-paced environment
• Thinks critically and exercises sound judgment without needing constant direction

Preferred Experience

• Executive Assistant
• Operations Coordinator
• Operations Manager
• Project Coordinator
• Business Operations
• Chief of Staff Support
• Recruiting or HR Support
• Payroll Administration
• CRM Management
• Microsoft 365
• GoHighLevel
• Pipedrive
• Automation platforms (Zapier, Make, n8n, etc.)
• AI tools such as ChatGPT

What Success Looks Like

Within your first few months, you’ll begin taking meaningful responsibilities off the CEO’s plate by organizing priorities, improving workflows, documenting processes, and ensuring important projects continue moving forward. Long-term, our goal is for you to become a trusted business partner who helps the company operate more efficiently while allowing the CEO to focus on growth, strategy, and leadership.

About The WaitStaff Team

The WaitStaff Team is a professional event staffing company serving the Portland, Oregon metropolitan area. We specialize in providing experienced servers, bartenders, event leads, and hospitality professionals for weddings, corporate functions, nonprofit events, and private celebrations. We believe in treating both our clients and our team exceptionally well, continually improving our systems, and building a company where people enjoy coming to work.