Job Description
- Position: Executive Assistant
- Classification: Salary: $82,000 to $87,000 – 50+ hrs./week
- Schedule: Full-Time
- Benefits: Paid sick leave
- Paid Vacation Time
- Medical, Dental, and Vision with Kaiser
- Costco Membership
- 401K Program with 4% match
Reports To: CFO - Owner
About Us
Heritage NW Group and PNW Alpacas are women-owned organizations overseeing a growing portfolio of companies assisting with behavioral health, mental health, housing support, transportation, home services, and agricultural operations. We are seeking an experienced Executive Assistant to partner closely with the CEO and support multiple businesses during an exciting phase of growth and expansion.
You'll thrive in this role if you enjoy bringing order to complexity, staying a step ahead, and helping leaders operate at their best. Your work will support multiple growing businesses and meaningful initiatives. This position will work with vendors nationally and travel may be needed.
Position Summary
The Executive Assistant provides high-level administrative and operational support to the CEO by managing priorities, coordinating communication, and ensuring smooth daily operations. This is not a typical office job; we are looking for career professionals dedicated to performing at the top of their scope.
This is notan entry-level role. The ideal candidate is highly organized, proactive, detail-oriented, and able to manage multiple competing priorities with professionalism and discretion in a fast-paced environment. The role requires someone who can work independently, anticipate needs, and enhance structure to complex operations.
Responsibilities
Executive Support and Strategic Calendar Management:
- Own and manage complex executive calendars across multiple companies, ensuring both digital and physical calendars remain accurate and up to date
- Coordinate meetings, schedules, agendas, briefing materials, and follow-up action items
- Proactively manage competing priorities, deadlines, and executive commitments
- Prepare reports, presentations, briefing materials, and executive correspondence
- Assist with select personal scheduling and coordination tasks that directly support executive effectiveness and availability
- Maintain strict confidentiality across all company, personnel, and personal matters
Executive Communications and Relationship Management
- Serve as a key point of contact for executives, staff, vendors, and external partners
- Screen, prioritize, and manage communications, requests, and sensitive matters with sound judgment
- Determine what requires executive attention, what can be handled independently, and what should be delegated
- Maintain professionalism, discretion, and responsiveness across all interactions
Operational and Project Support
- Track projects, deadlines, action items, and key deliverables to ensure timely follow-through
- Support operational coordination and workflow organization across teams and companies
- Maintain organized files, contracts, records, and confidential materials
- Support special projects, research initiatives, and executive priorities as needed
Travel Coordination, Meetings and Logistical Support
- Coordinate travel arrangements, itineraries, and business logistics
- Support planning and execution of meetings, leadership events, and other key engagements
- Ensure executives are prepared with the information, materials, and resources needed for successful meetings and travel
About you:
- You are calm, organized, and unphased in complex environments
- You have strong judgment and know what to escalate, what to handle independently, and what to decline to engage with
- You take pride in being prepared, proactive, communicative and reliable
- You express yourself clearly and professionally in written and verbal communications
- You are comfortable working in close proximity to senior leadership and handling sensitive information without gossiping
- You prefer disciplined systems over chaos and loose ends
Qualifications
- 3+ years of Executive Assistant or senior administrative support experience
- Bachelor's degree in a Business related major
- Strong organizational, multitasking, and time management abilities
- Networking, marketing, attending and coordinating community events and galas
- Excellent written and verbal communication skills
- Ability to manage multiple priorities in a fast-paced environment
- Professional judgment with a high level of discretion and confidentiality
- Self-motivated with the ability to work independently and anticipate needs
- Proficient in Microsoft Office, Google Workspace, spreadsheets, and other digital business systems
Preferred Experience
- Experience supporting multi-company or entrepreneurial business environments preferred
- Familiarity with healthcare, behavioral health, transportation, construction, or service-based industries is a plus
- Experience with operations support, compliance tracking, or project coordination preferred
Additional Information
- Some travel may be required – PNW Alpacas does work nationwide and event support nationally will be required.
- Flexibility to support high-priority projects and shifting executive scheduling demands as needed
- Additional duties as needed to support office and administrative operations
Pay: $82,000.00 - $87,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Experience:
- Executive Assistant: 2 years (Required)
Work Location: In person
