Administrative Specialist

Department: Aquaculture Div Admin

Location: Clackamas

Compensation: $65,000 - $70,000 / year

At Pacific Seafood, we do more than just provide the world with the healthiest proteins on the planet. We are a family‑owned, excellence‑driven organization committed to being the brand of choice in the marketplace and the employer of choice in the community. We believe in servant leadership, investing in our team members’ personal and professional growth, and rewarding performance. We live by the core values of our Diamond Philosophy:
Teamwork, Productivity, Quality, and Excellence—which means consistently doing your best and always striving to do better.

An Administrative Specialist at Pacific Seafood is a key role on our Aquaculture team, providing administrative support to the Aquaculture leadership team as well as supporting efforts to streamline processes and optimize workflow. This position involves performing basic day‑to‑day functions in the office such as organizing, filing, providing project assistance, word processing, and data entry and is ideal for someone who is organized, tech proficient, a problem solver, and adept at prioritizing tasks.

2. Administrative Operations and Process Efficiency:

3. Financial, Talent, and Program Coordination:

Additional responsibilities may be assigned as deemed necessary to support the overall goals and objectives of the position.

• Leader and Business Operations Support: Provide administrative support to senior leadership, including calendar management, meeting coordination, and travel arrangements
• Prepare meeting materials such as agendas, summaries, presentations, and supporting data
• Track action items, deadlines, and cross‑functional deliverables to ensure follow‑through
• Coordinate communication across departments to support project execution and organizational initiatives
• Manage incoming communications (calls, visitors, correspondence) professionally
• Provide backup coverage for administrative functions as needed
• KPIs:
  On‑time meeting readiness, leadership scheduling effectiveness and efficiency, project timeliness, action item completion rate.
• Perform core administrative functions (record organization, filing, data entry, document management, mail distribution)
• Create and maintain documents, reports, spreadsheets, and presentations for operational needs
• Ensure consistency in formatting, branding, and version control across documents
• Maintain organized records and data systems for easy retrieval and audit readiness
• Identify inefficiencies in administrative workflows and implement process improvements
• Support internal tracking systems (spreadsheets/tools) for projects, reporting, and activities
• KPIs:
  Document accuracy, turnaround time, data integrity, response times
• Prepare, submit, reconcile, and track expense reports and corporate card transactions in compliance with policies
• Maintain organized financial records and resolve discrepancies with stakeholders
• Partner with accounting and leadership to ensure timely approvals, audits, and cost allocation
• Coordinate recruiting logistics, including interview scheduling, candidate communication, and job postings
• Support onboarding and orientation processes for new hires
• Track and report on program metrics (e.g., onboarding progress, training completion)
• Assist with internal communications related to programs, policies, and updates
• KPIs:
  Expense report accuracy and processing timeliness, scheduling turnaround

• High school diploma or GED
• Minimum of 3‑5 years of administrative experience or equivalent combination of education and experience
• Strong working proficiency in Microsoft Office (Excel, Word, PowerPoint, and Outlook), with the ability to create, edit, and maintain professional business documents and reports.
• Valid driver’s license

• Associate’s degree
• Ability to travel, short local trips for retrieval or delivery purposes
• Proficient in Word, Excel, PowerPoint, and Outlook

• Sedentary work, walking and standing are required only occasionally.
• Reaching. Extending hand(s) and arm(s) in any direction.
• Fingering. Picking, pinching, typing or otherwise working, primarily with fingers…