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.
Please note: We will be manually reviewing applications. Due to limited resources, we cannot respond to submissions that do not follow these instructions and/or do not meet the necessary requirements.
Please no in person applications (in person applications will not be considered).
We wish you the best of luck in your search, and thank all applicants for taking the time to apply!
Our customers come from all walks of life and so do we. We hire great people from a wide variety of backgrounds, not just because it’s the right thing to do, but because it makes our company stronger. If you share our values and our enthusiasm for diversity and inclusivity, you will find a supportive and welcoming environment within our organization.
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, weight/ size, status as a veteran, and basis of disability or any federal, state or local protected class.
Candidates may be subject to background check upon conditional offer.
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
