Sr. Administrative Assistant, Ann Sacks

About the role

Ann Sacks is seeking a highly organized Sr. Administrative Assistant to support our corporate office and leadership team onsite in North Portland. This role primarily supports the Vice President & General Manager of Ann Sacks.

Responsibilities

• Create correspondence and general communication (memos, charts, tables, business proposals), including proofreading copy for grammar, spelling, and layout, ensuring accuracy and clarity.
• Organize and prioritize large volumes of information and calls, and respond by phone or email on behalf of executives when necessary.
• Cook up and coordinate organizational communication, including announcements, office updates, town halls, presentations, and collateral for meetings.
• Updates internal communication channels (SharePoint, Weekly Memo Etc.).
• Act as a liaison with other Kohler Co. businesses and outside contacts, including high-level staff such as C-level executives, GMs, and Directors. Handles confidential and non-routine information and explains policies when necessary.
• Schedule and coordinate meetings, conferences and departmental activities. Attend top executive team and sales meetings, create and distribute meeting minutes and action items.
• Maintain the Ann Sacks corporate calendar, updating key occurrences for the company and functional areas. Initiate and organize travel arrangements for the VP/GM and other key executives.
• Support employee engagement initiatives and/or committees, with a focus on the Portland campus (office & manufacturing site).
• Provide some support to new hire integration, coordinating general office setup, gifting, and readiness.
• Aid in the maintenance of expense reporting for the VP/GM and key executives, to include organizing and submitting expense reports, reviewing submitted expenses.
• Provide updated financial performance information to leaders, including monthly sales achievement by showroom location. Organize and send monthly business scorecard for completion by stakeholders.
• Perform financial administrative tasks, including scanning and sending invoices to Accounts Payable, and gathering and depositing checks monthly.
• Serve as the general office coordinator, working onsite Mon-Thurs, or as required. Guest management - coordinates a gracious experience for all visitors, owning guest security badges, office usage, and general coordination. Efficiently manage incoming and outgoing mail and packages, coordinating pickups and deliveries. Oversee onsite vendors, ensuring smooth office operations & timely service. Facilitates building maintenance upkeep and tasks; liaison with maintenance team and/or repair vendors. Maintains supplies, ensuring they are stocked and replenished. (office supplies, toiletries, etc.) Owns general office environment: desk allocation, conference room setup & usage, space planning, event setup & takedown, storage & supply organization. Business notary for the worksite.
• Support and coordinate special nonrecurring and ongoing projects. May act as a project manager for special projects, at the request of the VP/GM, which may include: planning and coordinating presentations, disseminating information and coordinating direct mailings.
• Occasional travel (up to 15%) to support off-site meetings, events, or team coordination across showroom locations. Most responsibilities will be performed on-site at the Portland Support Center location.

Qualifications

• Minimum 5 years of relevant and directly related experience required; which may include a combination of administrative support, office management, human resources, project coordination, internal communications, or executive business administration.
• Preference given to supporting a top executive and/or corporate office setting.
• Education: Coursework in Business Administration or a related field is preferred but not required.
• Software: High proficiency in Microsoft Office products (Outlook, Word, Excel, and PowerPoint) and creating visuals and decks is required.

Skills

• Highest level of professionalism and excellent interpersonal skills (customer service mindset) are required to be successful.
• The ideal candidate for this role is highly organized, proactive, and enjoys working on a diverse range of tasks.
• Discretion, high level of professionalism, and excellent interpersonal skills (customer service mindset) are required to be successful.

Pay

The hourly range for this position is $27.80 - $41.70. The specific hourly rate offered to a candidate may be influenced by a variety of factors including candidate's education and work location.

Schedule

This position requires a skilled and savvy communicator who is able to manage a wide range of priorities and projects, and to handle highly sensitive information with professionalism and discretion. You will thrive if you enjoy variety, no two days are the same!