Executive Administrator

CORNELS PLUMBING HEATING & AIR

Portland, OR Job Details Full-time 1 hour ago Qualifications Project team coordination Google Workspace Confidential information handling Executive administrative support Asana Communication platforms Documentation tools Data interpretation Collaborative technology platforms Leading team collaboration initiatives Managing projects Productivity software Research findings presentation Cross-functional team management Stakeholder relationship building Cross-functional communication Full Job Description The Executive Administrator acts as an extension of the CEO in managing priorities, projects, and executive execution. This role filters information before it reaches the CEO, ensuring decisions are based on complete and organized information. This role protects the CEO's time by ensuring only strategic decisions require executive attention.

This role focuses on handling confidential information with professionalism and discretion. The ideal candidate is highly organized, proactive, adaptable, and thrives in a fast-paced, high-growth environment.

Key Responsibilities:

Reviews documents, proposals, reports, and presentations before they reach the CEO Present recommendations, risks, and key considerations, not just information Identify missing information and coordinate completion before executive review Protect the CEO's time by filtering requests, meetings, interruptions, and competing priorities Lead executive level strategic initiatives from planning through completion Remove project roadblocks before they require CEO involvement Communicate commitments and deadlines between CEO and leadership team Communicate progress between CEO and leadership team Prepare concise decision briefs Continuously improve executive work flow and systems Exercise independent judgment within defined authority and resolve issues before escalation Think proactively by identifying problems before they become urgent Conduct preliminary research, gather supporting data, and prepare recommendations before projects are presented to the CEO for review or approval. Manage the CEO's calendar, travel, meetings, and daily priorities to maximize efficiency and focus. Screen, prioritize, and respond to requests on behalf of the CEO when appropriate Serve as the primary point of contact for executive scheduling and internal communication Prepare and draft executive level communication, meeting agendas, presentations, and reports .Own executives strategic initiatives and ensure timely execution across departments Coordinate leadership meetings, executive offsites, and company events. Ensure projects have completed all required reviews, documentation, and stakeholder approvals before escalating to the CEO Maintain confidential records, documents, and sensitive business information Partner with department leaders to gather updates, monitor progress, and follow up on executive initiatives Continuously improve executive workflows, communication systems, and operational efficiency Lead special projects and operational initiatives on behalf of CEO Salary DOE Full-time, hybrid after initial onboarding period

Required Qualifications:

7-10+ years supporting senior executives or business owners in fast-growing organizations Ability to analyze information, conduct research, and present concise recommendations for executive decision-making Demonstrated ability to independently prioritize competing initiatives Experience leading cross functional projects Strong analytical and critical thinking skills Strong emotional intelligence and executive presence Ability to make sound business decisions with limited direction Comfortable working with legal counsel, vendors, and external partners Proven ability to manage multiple priorities while maintaining discretion and confidentiality. High proficiency with Microsoft Office, Google Workspace, and collaboration tools such as Slack Comfortable working in a dynamic, fast-paced environment with changing priorities Demonstrated professionalism, sound judgment, and a high level of integrity

Preferred Attributes:

Proactive rather than reactive, you solve problems before they become problems. Comfortable respectfully challenging assumptions when appropriate Exceptional follow-through and accountability Demonstrates an owner mindset Thrives in ambiguity while creating structure Strong business acumen and strategic thinking Calm under pressure and adaptable to changing demands Excellent relationship builder who communicates effectively with employees, customers, vendors, and leadership Naturally organized with a passion for creating structure and improving efficiency Operates with sound judgment, exceptional professionalism, and relentless follow through