Executive Assistant

Executive Assistant – Public Sector Organization

Location:

On-Site in Vancouver, WA

About the Opportunity:
Working closely with the Facilities Director and partnering with executive and administrative leadership, this role provides high-level administrative, clerical, and organizational support. The position is especially well-suited for someone who thrives in evolving environments, takes initiative, and enjoys creating structure where clarity and organization are needed.

This role will also support the organization as it prepares for a new financial ERP system, making document cleanup, database accuracy, and process improvement especially important.

Key Responsibilities:

Executive Assistant

• Provide administrative and clerical support to Facilities leadership and executive stakeholders.
• Manage calendars, schedule meetings, and coordinate internal communications.
• Prepare, organize, and distribute packets and documents for Finance, Facilities, and leadership review.
• Create and process purchase orders (POs) and assist with vendor outreach for quotes and follow-ups.
• Maintain digital and physical filing systems, including scanning, archiving, and organizing records.
• Support database maintenance and documentation cleanup in preparation for a new ERP implementation.
• Track project timelines, documents, and workflows across multiple initiatives.
• Complete clerical tasks such as form processing, record updates, and internal coordination.
• Maintain clear communication, documentation, and tracking systems to support efficient workflows.

Qualifications:
Executive Assistant

• Professional and approachable communication style; able to work with leaders who have direct communication styles.
• Self-directed, adaptable, and comfortable working amid change and evolving priorities.
• Ability to take initiative, manage competing priorities, and make sound decisions independently.