Executive Assistant
WBCP, Inc.
Rogue River, Oregon
Salary Information Available Upon Request
WBCP, Inc. seeks one full-time Executive Assistant to work on-site in our main office located in Rogue River (Southern Oregon). WBCP is an Executive Recruiting and Human Resources consultancy firm that specializes in public sector and non-profit organizations. The ideal candidate will thrive in a fast-paced, collaborative, and supportive team-based work environment where direct communication and continual career growth are valued. We are seeking a versatile individual with expertise in administrative scheduling and support, customer service, and time management skills that will allow them to be successful in supporting our Executive Recruiters and Management Team.
Sample core duties of this role include managing calendars, scheduling appointments, coordinating virtual and off-site meetings, arranging travel, processing confidential paperwork, transferring incoming calls, emails, and inquiries, prioritizing and responding in a timely manner, and providing direct support to our Executive Recruiters and Management Team. The Executive Assistant will report to both the President and Chief Operating Officer and assist the entire WBCP team as needed. We work with an all-hands-on-deck mentality, meaning you will get the opportunity to work on a variety of projects and tasks. Every day at WBCP looks different, and we are looking for an Executive Assistant who will remain flexible when our clients’ needs change on short notice. The ideal candidate for this position is versatile, proactive, diligent and will demonstrate a strong work ethic and positive attitude. If you possess experience in executive support, outstanding organizational abilities, adeptness at managing multiple tasks simultaneously, and are eager to join a dynamic, expanding company, we encourage you to submit your application today!
See the full recruitment brochure here: https://wbcpinc.com/wp-content/uploads/2024/02/WBCP-Executive-Assistant-Brochure-Final.pdf
THE JOB
While we work in a highly collaborative team environment, the main role of the Executive Assistant is to ensure our President and other members of the Executive Management Team are completely supported during day-to-day operations. As the President regularly travels to attend client meetings and represent WBCP at offsite events up and down the West Coast, this role becomes pivotal in ensuring the President's seamless workflow. The Executive Assistant will play an instrumental role in managing demanding schedules, coordinating high-level meetings, and preparing critical documents and presentations, thereby serving as an invaluable right-hand to the President and contributing directly to the WBCP’s growth and reputation. While the day-to-day work on this role will vary, typical job duties include calendar and time management, producing meeting links and calendar invitations, scheduling meetings for the President and Executive Recruiters, attending internal meetings to keep track of tasks, and communicating directly with team members and Executive Staff.
In addition to the administrative tasks, the Executive Assistant will be a key player in the behind-the-scenes work for each recruitment, assisting in the production and review of materials as requested. This includes reviewing resumes, processing candidate paperwork internally, partnering with others on the team to develop interview questions and recruitment strategies, and special project assignments. In this role, you will not only be able to hone your project management skills but also become well-versed in the world of recruiting for public sector, nonprofit, and private sector clients with endless opportunities for long-term growth in the organization.
THE IDEAL CANDIDATE
The ideal candidate will be deadline driven and have a strong attention to detail, excellent time management skills, and the ability to work in a team setting and independently. The successful candidate will be an expert user of Microsoft products, with an advanced understanding of Outlook and calendaring in the Microsoft suite. They will also have the proven ability to balance the availability and resources of calendars against incoming requests to ensure all tasks are completed on time and adjust schedules as necessary to accommodate changes in priorities or deadlines. The ideal candidate will be a diligent professional who thrives on feedback and is eager to continually improve their skills. This role requires exemplary communication skills and a desire to take the initiative, requiring candidates to balance independent and collaborative work.
DESIRED SKILLS:
Ability to manage multiple competing priorities
Able to work independently and be a critical thinker, e.g., be able to identify what needs to be done next before being asked
Highly ethical and trustworthy
Resourceful
Detail-oriented
Willing and able to learn and grow
Professional demeanor and exceptional customer-service attitude
Be able to coordinate and communicate with all levels of the organization, from the Executive Team to support staff
Be motivated by achievement and task completion
Experience using Calendly, Rally, and/or other scheduling systems.
MINIMUM QUALIFICATIONS
Possession of a valid and appropriate Oregon or California Driver License.
At least five years of experience in an Executive Assistant role or performing related duties.
Proven technical competency with the following applications: MS Word, MS Outlook, MS Excel, MS Teams, OneDrive, and Zoom
Must live in the Southern Oregon region.
Completion of a satisfactory background investigation prior to hire.
SALARY & BENEFITS
Salary information is available upon request, with an attractive benefits package.
HOW TO APPLY
Apply ASAP, as we will conduct interviews with qualified candidates as they are identified. We hope to have this position(s) filled by March 2024.
Complete an application and submit your resume and cover letter at: https://wbcpinc.com/job-board/
Questions: Contact our office at stephanie@wbcpinc.com or 541-664-0376
