Executive Assistant / Office Manager Location: Newberg, OR
| Schedule: Part time to start, On‑Site (no remote option available)
Industry: Medical Device Manufacturing | Pay range: $29-37 hourly, DOE Non-Exempt
We’re a small, fast‑paced medical device manufacturer seeking an exceptional Executive Assistant/Office Manager to support our CEO and leadership team. This role requires someone who can hit the ground running with advanced administrative, organizational, and technical skills — and who thrives in a dynamic small‑business/ start up environment.
This role is the glue that holds the Executive and Administrative functions of the company together to the Production – seamlessly integrating the CEO’s directives where needed and not letting anything fall through the cracks.
What You’ll Do
- Take the administrative load off the CEO; anticipate needs and manage shifting priorities
- Note areas needing optimization, propose changes/ receive approval, and execute flawlessly
- Handle all incoming POs, RFQs, engineering documentation, and act as first point of contact for clients
- Light bookkeeping such as invoicing, AR, petty cash and expense report reconciliation
- Provide administrative support to HR including scanning and securing confidential files, organizing reports, collecting forms, data entry, and other duties
- Handle daily ad hoc tasks, operational support, and errands
- Take clear meeting notes, create action items, distribute them, and ensure follow‑through
- Ensure office and operating supplies are stocked, while meeting budgetary guidelines
- Organize the CEO’s workbenches, inventory parts and materials, maintain paper files: current and archived.
- Follow up with team members on delegated tasks to ensure completion
- Plan and execute company events, celebrations, and milestones
- Manage executive and company-wide calendars, meetings, communications, and office operations
- Prepare reports; collect and analyze data using advanced activities in Excel, Filemaker Pro, and other general administrative programs
- Create polished documents and presentations (Excel, Word, PowerPoint, Adobe Acrobat)
- Support HR with administrative tasks and basic labor‑law‑aligned best practices
- Maintain office organization, supplies, and facilities coordination
What You Bring
Required Skills & Experience
· 4+ years supporting a CEO or business owner in a startup or small‑business environment
· Strong relationship management and diplomatic communication
· Adaptable executive presence — relaxed and relatable internally, polished when necessary with externals
· Exceptional written and verbal communication: warm, clear, and adaptable
· Eagle eye for detail, high accuracy, strong organization, and reliable follow‑through
· Discretion, emotional intelligence, and sound judgment
· Proactive problem‑solver who thrives in shifting priorities
· Fast learner comfortable with new tools and industry terminology
· Advanced Excel; advanced Word, PowerPoint, Outlook, Acrobat
· Intermediate QuickBooks (Desktop Enterprise + Online)
· Proficient with Windows OS, shared drives, Zoom, Teams, Google Meet
· Must be able to lift 30 lbs on occasion, self-transport between buildings regularly, reach, bend, squat and kneel as needed for stocking supplies or similar; physical requirements to run errands such as drop off mail and packages, purchase items at local stores, pick up lunch, set up and take down for events, space re-organization and similar. Sit and/or stand for extended periods in meetings, at workstation, use a computer, keyboard, and mouse for extended periods.
· Must be at least 18 years’ old
· Must have own reliable vehicle and maintain current license, registration and insurance for running errands.
· Candidates subject to background check and verification
Important
This role requires mastery of core administrative and executive support skills — you must already excel in the responsibilities listed. We will provide training on industry‑specific and company‑specific concepts, terminology, and operations.
Culture & Schedule
- Pleasant, authentic, and optimistic personality fits best with our CEO
- Consistent attendance and punctuality are essential
- CEO & Company is committed to work‑life balance
- Part-time position to start, likely to Full Time. Currently seeking approx 5 hrs a day, M-F between 7AM-3:30PM, may require a rare Saturday for special projects. There is some flexibility; must align with CEO’s schedule.
- The company is rapidly growing; there is room for movement and growth as we expand.
Pay: $29.00 - $37.00 per hour
Benefits:
- Paid time off
- Retirement plan
Application Question(s):
- Do you have a reliable vehicle with current license, registration and insurance?
Experience:
- Executive administrative support: 4 years (Required)
- Microsoft Excel (regular, advanced use): 5 years (Preferred)
Work Location: In person
