Lead Executive Assistant and Office Manager

Job type: Full-time employee. Location: 4900 Meadows Rd, Ste 150, Lake Oswego, OR 97035.

About the role

This Lead Executive Assistant and Office Manager role for Rule42, North America Inc. (“Rule42”) is an exciting, hands-on opportunity to support our CEO and Founder, Renee James, and her growing Company and extraordinary team dedicated to the mission of empowering amateur athletes to be discovered. Come take the field with our Rule42 team!

Responsibilities

• Manage all aspects of the CEO’s work from an administrative perspective, including calendar, booking and travel, setting up and executing internal and external meetings and events.
• Anticipate and resolve issues to ensure flawless management of the CEO’s calendar and all professional responsibilities.
• Work independently and exercise smart judgment and discretion to ensure each day and week is well planned out and communicated exquisitely.
• Manage all administrative aspects of the office, including making arrangements with vendors, managing the kitchen and required orders and deliveries, and managing events and face‑to‑face meeting logistics and communication.
• Communicate exquisitely with the CEO, leadership team, and employees in the day‑to‑day operation of the company.

Required Qualifications

• 5+ years of progressively responsible experience in executive assistant, senior administrative, office management, or similar roles, including substantial experience supporting a CEO, President, founder, or other senior executive.
• Demonstrated ability to manage complex calendars, meetings, travel arrangements, expenses, correspondence, and competing priorities with exceptional accuracy and follow-through.
• Exceptional organizational, time-management, communication, and interpersonal skills, with the ability to work independently and anticipate needs before they arise.
• Excellent judgment and discretion in handling confidential, sensitive, and business-critical information.
• Strong professional presence and the ability to interact effectively with executives, employees, customers, vendors, and other internal and external stakeholders.
• Demonstrated ability to manage day-to-day office operations, including facilities, office supplies, vendors, equipment, visitors, meetings, and office events.
• Strong proficiency with Microsoft 365 and common business collaboration, scheduling, and productivity tools.
• Demonstrated resourcefulness, problem-solving ability, attention to detail, and ability to remain calm and effective in a fast-paced, changing environment.
• High level of professionalism, dependability, initiative, and follow-through, with a genuine service-oriented approach.
• Receptivity and responsiveness to constructive feedback and input.
• Ability to balance executive-support responsibilities with hands-on office-management and administrative responsibilities in a small-company environment.

Preferred Qualifications

• Experience serving as the primary or lead Executive Assistant to a CEO, founder, President, or other C-suite executive.
• Experience supporting a small or growing company where the Executive Assistant also has responsibility for office management, workplace operations, or administrative processes.
• Experience managing office vendors, facilities, purchasing, budgets, and service providers and coordinating company meetings, events, off-sites, executive visits, and other special projects.
• Experience with complex domestic and international travel planning and last-minute schedule changes.
• Experience preparing meeting agendas, presentations, briefing materials, expense reports, and executive correspondence.
• Experience developing or improving administrative systems, processes, and office procedures.
• Experience working in a technology, professional-services, or other fast-paced entrepreneurial environment.
• Demonstrated successful experience managing confidential and sensitive information.
• Associate's or bachelor's degree in business administration, communications, or a related field, or equivalent relevant experience.
• Experience coordinating with or supporting other administrative, HR, finance, or operations functions.
• Preference will be given to candidates with experience supporting executives and/or boards of directors