Portland, OR

$70-85k

Hybrid work schedule

The Senior Administrative Specialist provides advanced support to department leaders and plays a key role in keeping daily operations organized and on track. This position requires strong judgment, attention to detail, and the ability to manage shifting priorities in a fast-moving environment. The ideal candidate is dependable, flexible, and confident handling sensitive information.

Primary Responsibilities

Administrative & Executive Support

• Manage complex calendars and coordinate schedules involving multiple participants.
• Arrange meetings, prepare materials, and ensure all details are completed accurately and on time.
• Draft, edit, and proofread correspondence, reports, and other written materials.
• Maintain organized files and ensure information is easy to locate when needed.

Operational Support

• Assist with monitoring department activities, timelines, and general workflow.
• Track expenses, maintain documentation, and support preparation of department planning materials.
• Help maintain organized processes for recordkeeping, tracking requests, and coordinating internal needs.
• Support onboarding and transitions for new or departing staff.

Project Coordination

• Support planning and coordination of ongoing projects, meetings, and department initiatives.
• Monitor deadlines, gather updates from contributors, and follow up on outstanding items.
• Prepare summaries, updates, and other materials that keep leadership informed on progress.

Communication & Collaboration

• Draft clear internal messages, meeting notes, and updates for team members.
• Coordinate information sharing across groups to ensure consistency and alignment.
• Build strong working relationships across the organization to support smooth daily operations.

Confidentiality & Professionalism

• Manage sensitive information with discretion and maintain high standards of professionalism.
• Ensure documents and communications follow organizational expectations for accuracy and confidentiality.

Qualifications

• 5-7 years of experience in an administrative role supporting leadership or multiple teams.
• Strong writing skills and the ability to produce clear, polished, and well-organized material.
• Excellent attention to detail, follow-through, and organizational ability.
• Ability to prioritize tasks, manage shifting deadlines, and work effectively in a fast-paced setting.
• Comfortable working independently while remaining supportive of team goals.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.