Administrative Assistant, Portland

Job Overview

We are seeking a highly organized and detail-oriented Administrative Assistant. The ideal candidate will be proficient in office management tasks, possess excellent communication skills, and have the ability to multitask effectively in a fast-paced environment. Full‑time colleagues typically work 30 or more hours per week, while part‑time colleagues typically work 12–24 hours per week.

We offer a dynamic, inclusive environment with competitive pay and benefits, comprehensive health and wellness coverage, a 401(k) match, paid time off, eight paid holidays, continuous learning and leadership development, community building through Colleague Resource Groups, and volunteer opportunities.

• Merchandise discounts
• Performance‑based incentives
• Annual merit review
• Employee Assistance Program with mental health counseling and legal/financial advice

Access the full menu of benefits offerings.

• Provide comprehensive administrative and clerical support for routine daily meetings, special projects, and other assigned duties.
• Generate ad hoc reports and presentations, and manage special projects as required.
• Coordinate internal and external meetings, manage responses to meeting requests, compile and distribute meeting materials, and arrange necessary technology, including web and video conferencing.
• Coordinate catering orders and delivery.
• Exercise sound judgment, discretion, and maintain confidentiality regarding sensitive information.
• Undertake basic accounting duties such as processing invoices and ensuring accurate expense allocation; collaborate with the Central Finance team as necessary.
• Collaborate with procurement to ensure timely ordering of building supplies.
• Coordinate with IT, HR and other partners to ensure smooth office operations.
• Coordinate the distribution of incoming and outgoing communications, including emails, memos, letters, reports, newsletters, and phone calls.
• Manage the calendar for leaders using Outlook, ensuring efficient scheduling and coordination.
• Arrange and organize travel arrangements, departmental activities, and meeting spaces, including coordinating catering when necessary.
• Establish, develop, and maintain an effective filing system to ensure easy retrieval of documents.
• Reconcile travel and monthly expenses, and prepare and submit accurate expense reports.
• Foster an environment of acceptance and respect that strengthens relationships and ensures authentic connections with colleagues, customers, and communities.

• Flexible availability, including days, evenings, weekends and holidays, with regular, dependable attendance and punctuality.
• Proven experience as an administrative assistant or in a similar role.
• Strong organizational skills with the ability to prioritize tasks efficiently.
• Excellent communication skills, both written and verbal.
• Proficient in using Microsoft Office Suite (Word, Excel, PowerPoint).
• Vision and creativity, and able to multi‑task in a fast‑paced environment.
• Ability to learn and use computers and other electronic devices, including handheld equipment.
• Understand, communicate effectively and present information to customers, co‑workers, and all levels of management.
• Read and understand employment policies and safety rules/procedures in English.

• Constant moving, talking, hearing, lifting, standing, and reaching with arms and hands.
• Standing for at least two consecutive hours, lifting at least 30 lbs., stooping, kneeling, crouching, and climbing ladders.
• Reaching, including above eye level.
• Requires close vision, color vision, depth perception, and focus adjustment.
• Frequent use of computers and other technology, necessary to perform job functions, including handheld equipment.

Macy's Inc. is an Equal Opportunity Employer, committed to an inclusive work environment.