Executive Assistant

Current job opportunities are posted here as they become available.

This is a full-time, mid-level position on our Business Operations Team. It is responsible for supporting C-suite executives by utilizing exceptional organizational skills in all administrative functions. This position requires proactive problem-solving skills, strong documentation and presentation skills, an ability to gracefully interact with a variety of people and departments, and pivot priorities quickly. This role is a key member of the Business Operations team and reports to the Associate Director, Building & Business Services.

The Executive Assistant will work from our Pearl District office in Portland, Oregon and will periodically support after-hours events on or near campus.

At this time, we are not considering candidates outside of the Portland, Oregon Metro area

• Provide executive support for C-Suite level executives, as well as other members of the executive and administration team when needed.
  • Manage schedules, balance competing meeting commitments, and secure reservations
  • Oversee and book business & personal travel as necessary
  • Act as liaison to other senior executives and managers down chain of command
  • Confidently communicate with agency’s Board of Directors and schedule board meetings
  • Assist with preparing PPT decks, excel spreadsheets, reports, and general written communication
  • Collaborate with IT and internal teams to ensure a smooth and engaging virtual experience for company-wide meetings across the U.S.
  • Represent C-suite executives in written and verbal communications with vendors, community leaders, and key external partners as needed
  • Reconcile and manage expense reports
  • Submit and manage PTO approvals for executive’s direct reports and accurately maintain time records
  • Support oversight and assistance of time tracking for executive’s direct reports
  • Project manage/follow-up with employees and vendors as needed to support executives
  • Partner with the Hospitality & Events Manager to plan and execute company events, including lunches and client meetings, and provide additional support as needed
• Be an active team member and mentor on our Business Operations team
  • Participate in agency events as needed – either as an event lead or as a support member, helping to set up and take down events, including periodic after-hour assistance
  • Back-up team members when they are on PTO
  • Continuously seek opportunities to improve processes and strengthen team support
  • Model a high standard of professionalism, maintaining urgency, composure, and responsiveness under pressure
  • Enhance the in-office client and employee experience by maintaining readiness of shared spaces and ensuring timely coordination of requests with appropriate partners

• Bachelor’s degree in Business Administration or equivalent combination of education and experience
• 5-7 years of experience as an Executive Assistant supporting C-suite executives
• Must have exceptional technical skills in all Microsoft Office and related tools ("e.g. PowerPoint, Excel, Outlook, Word, Zoom, etc.")
• Maintain the highest level of confidentiality with sensitive information at all times
• Effectively manage multiple, shifting priorities in a fast-paced environment
• Coordinate and manage travel arrangements efficiently and with attention to detail
• 8:30am-5:30pm PST M-F, with flexibility for some early mornings and evenings based on executive needs
• Demonstrate enthusiasm for consistent in-office presence and collaboration
• Exhibit advanced organizational and multitasking skills
• Exercise sound judgment to effectively prioritize competing demands
• Demonstrate strong written and verbal communication skills
• Build and maintain effective professional relationships
• Possess a valid driver’s license or reliable transportation for errands, supply transport, and travel to off-site locations
• Demonstrate alignment with and appreciation for Rain’s Core Values

• We are a national leader in DTC marketing and a fully integrated creative and media agency. With a 25+-year history and around 250 employees, we are established…