Administrative Specialist Executive Assistant
Administrative Specialist Executive Assistant
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Job Description
Hi were Stumptown. Were a coffee company and we source roast taste package sell deliver brew and serve what we firmly believe is the best coffee on the planet. We are progressive open and evolving but uncompromising in our commitment to quality. We work hard collaborate constantly and have fun every day. We pride ourselves on our passion for excellence our spirit of generosity and on the longterm relationships we nurture as we guide our coffee from the good hands of our hardworking partners at origin into the cups of our customers. If you love coffee people and getting things done this just might be the place for you.
As the Administrative Specialist this role is responsible for the guest and employee experience at our iconic Portland Oregon headquarters. While primarily supporting our Stumptown President in an Executive Assistant capacity this role is also responsible for office manager tasks event management support of certain People Team programs and administrative support of the broader executive leadership team. Most importantly this role makes sure Stumptown remains radically welcoming and deeply human for all folks that enter our HQ doors.
Essential Functions
Executive Assistance & Administration:
Works directly with the President to manage calendars travel arrangements expense reporting meeting and event arrangements
Schedules and coordinates logistics for internal and external leadership and guest meetings and events
Prepares documents presentations emails and performs editing functions
Acts with a high level of integrity and uses professional discretion while handling confidential and sensitive information
Schedules coordinates and administers agendas and facilitation of inperson virtual and hybrid meetings including coordination with IT for technical support
Provides organizational and administrative support to broader executive team as needed
Serves as information resource and communication channel for various company activities
Coordinates with parent and sister companies to organize complex schedules and meetings
Records summarizes and distributes meeting minutes with high level of business acumen and confidentiality
Office Management & People Team Support:
Manages onsite and externally held employee events 4 times per year) including catering venue contracts vendor coordination invitation/RSVP tracking and budget management
Coordinates regular guest visits ensuring a positive experience with both project management and budget maintained
Manages product donation requests and product/discount trade partnerships
Assists in development and of onboarding for new hires
Support scheduling for both interviewing and onboarding
Participates and helps support both Sustainability and Diversity Equity and Inclusion programs
Maintains office appearance and supplies
Acts as point of contact for routine janitorial security and general maintenance activities under the direction of facilities and people team leadership
Maintains office supplies ensuring timely orders and regular supply levels
Performs general administrative duties for office such as brewing coffee sorting mail issuing parking permits space planning or coordinating office moves
Coordinates desk space and office configuration including arranging furniture delivery/builds
Coordinates building communications regarding building maintenance and neighborhood disruptions
Tracks and routes invoices for approval
Performs other duties as assigned
Supervisory responsibilities
No supervisory responsibilities
Qualifications
3 years professional office experience in an administrative support office manager or executive assistant capacity
Bachelors degree in a related field preferred
Knowledge and demonstrated application of Gmail Outlook Word Excel PowerPoint and other reporting and presentation tools
Experience managing calendars and perform complex travel and meeting coordination at a professional level
Experience with budget and project coordination at an administrative level
Event management experience in a professional environment
Editing/copywriting skills and business notetaking experience
Highly organized with attention to detail and ability to manage competing demands
Demonstrated ability to carefully manage confidential and sensitive information
Strong communication skills both written and verbal and ability to communicate up down across levels
Interest and ability to work with a highly diverse staff and guests in an equitable and inclusive manner
Team player with eagerness and aptitude to grow
Experience working in a deeply human and hospitality focused environment
Highly flexible and adaptable to change
Proactive and problem solver
Strong professional judgment and decision making ability
Physical Demands
Repetitive use of computer
Frequent written and verbal communication with customers and coworkers
Required to climb stairs and lift up to 30 pounds
Work environment
Fulltime onsite role in SE Portland facility
Standard office hours with availability to work limited evenings and weekends on occasion
Standard office environment with open office plan
Varied levels of office and production noise
Works independently with minimal supervision
At Stumptown we welcome diversity and celebrate that our communities include individuals from all backgrounds identities and walks of life. We strive every day to foster an environment of inclusion diversity equity and accessibility that supports our employees customers and communities. We know that embracing diversity makes us stronger enriches our culture and allows us to grow together. We encourage candidates with diverse backgrounds identities skills and abilities to apply. If you require reasonable accommodation in completing the application interview or assessment process please direct your inquiries to a member of the People team at or by calling. We are proud to be a B Corp and equal opportunity employer.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
