Sr. Administrative Assistant, Ann Sacks

Sr. Administrative Assistant, Ann Sacks

Work Mode:
Onsite

Location:

NE Portland Office, Onsite - 4 days per week

Ann Sacks is seeking a highly organized Sr. Administrative Assistant to support our corporate office and leadership team onsite in North Portland. You’ll work with a talented and creative team that elevates gracious living in the built environment and supports our beautiful showrooms across the nation.

This role performs a variety of confidential administrative and office support functions, primarily supporting the Vice President & General Manager of Ann Sacks. In this role, you will manage key administrative, organizational, and communication tasks, enabling our leadership team to drive the business forward. The 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 and no two days are the same!

• 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.
• Coordinate organizational communication, including announcements, office updates, town halls, presentations, and collateral for meetings. Update internal communication channels (SharePoint, weekly memo, etc.).
• Act as a liaison with other businesses and outside contacts, including high-level staff such as C‑level executives, GMs, and Directors. Handle confidential and non-routine information and explain policies when necessary.

• Manage Outlook calendar for VP/GM and other key executives, provide meeting agendas and materials, and track deadlines.
• Coordinate and schedule meetings, conferences and departmental activities.
• Attend executive team and sales meetings, create and distribute meeting minutes and action items.
• Maintain the corporate calendar, updating key occurrences for the company and functional areas.
• Initiate and organize travel arrangements for the VP/GM and other key executives.

• In partnership with Human Resources, support rewards & recognition culture, volunteerism, and other employee engagement initiatives and/or committees, focusing on the Portland campus (office & manufacturing site).
• Provide support to new hire integration, coordinating general office setup, gifting, and readiness.

• Assist with the maintenance of expense reporting for the VP/GM and key executives, including 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 Monday–Thursday or as required.
• Guest management – coordinate 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 and timely service.
• Facilitate building maintenance upkeep and tasks; liaison with maintenance team and/or repair vendors.
• Maintain supplies, ensuring they are stocked and replenished (office supplies, toiletries, etc.).
• Own 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 annual Leadership Summit.
• Work independently and within teams on special nonrecurring and ongoing projects. May act as a project manager for special projects at the request of the VP/GM, which may…