Executive Assistant

Summary

We know you have a choice of where to work, and we want you to choose Eleven. This hybrid role provides pivotal comprehensive support to both our CEO and the President/COO and may, at times, support other members of the executive team. This role’s exceptional organizational skills, impeccable attention to detail, and proactive approach will ensure the seamless functioning of these leaders’ daily operations. Through professional acumen, ability to manage complex schedules, facilitate effective communication, and handle confidential information with the utmost discretion, this role will contribute significantly to the overall efficiency and success of our top level executives. This role will also coordinate overall office management duties at our headquarters located in Portland, OR, and will participate in projects as needed to ensure effective and efficient operations.

Essential Duties & Responsibilities

• Manage active calendars across multiple time zones, coordinate internal and external meetings, prepare agendas, take notes, and track follow-up action items
• Coordinate both domestic and international travel arrangements, including flights, accommodation, and transportation
• Prepare and organize materials for meetings, conferences, and presentations
• Handle confidential and sensitive information with discretion and professionalism
• Coordinate and schedule executive-level meetings and conference calls
• Track project progress, update stakeholders, and address any issues or concerns
• Act as a liaison between the executive team and other departments, providing support and ensuring effective communication
• Assist or lead in the planning, coordination and execution of special projects, events, meetings, conferences, and offsites
• Prioritize conflicting requests and needs and handle matters proactively, swiftly, and to completion while meeting deadlines
• Serve as co-pilot for expense tracking and reporting, submitting expense reports on behalf of executives, following up when more information is needed, and maintaining records
• Regularly receive and distribute mail & packages from the office, coordinate shipping labels and facilitate check deposits
• Take point with vendor and facilities communication & management 
• Manage maintenance of office supplies as well as snacks and beverages for onsite consumption
• Other duties as assigned
  

Required Knowledge, Skills & Abilities

• 5 years’ experience as executive assistant to a C-level executive or administrative professional preferred
• Proficient in Microsoft Office Suite or related software
• Previous experience at a rapidly growing company with the ability to navigate and thrive in a fast-paced dynamic environment
• Experience with a calendaring system and Outlook
• Proven project management skills with the ability to drive a diverse set of projects towards impact simultaneously
• Exceptional communication, interpersonal, and presentation skills
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Ability to operate general office equipment
• Ability to multitask and prioritize
• Excellent organizational skills and attention to detail
• Ability to work independently and as part of a team
  

If you don't meet all of the above qualifications, please still consider applying. We always consider candidates for the role based on what they bring and their full potential at Eleven.  

The target salary range for this position is $55,000 - $70,000/yr; however, base pay offered may vary depending on job-related knowledge, skills, and experience. This salary is in addition to a full range of medical, financial, and/or other benefits. Pay is based on market compensation research.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Work Environment

This job typically operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, and printers. 

There is a 5% travel requirement and a 25% in-office requirement for this job. For this reason, you must be located in the Portland-metro area in order to meet the in-office requirement for this role.

Physical Demands

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; talk or hear. The employee must occasionally lift or move office products and supplies, up to 20 pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Life at Eleven Software

• We've been recognized as a Oregon top workplace for 2023, 2022, 2021 and received special accolades for flexibility in 2020!
• Recognition from the Portland Business Journal as a Healthiest Employer of Oregon in 2023 and 2022
• Regular company meetings to transparently share our performance to our goals
• Periodic events that bring our folks together to team-build and have some fun (virtual & in person)
• Always asking for and acting on employee feedback to keep our culture strong 
• A team-oriented environment focused on success and collaboration
• Annual reviews with performance-based merit increases
• Balanced Time Off policy that doesn’t track PTO (take it as you need it) and includes paid sabbaticals & parental leave
• Flexible remote work options with company-wide collaboration on Slack and Google
• Corporate headquarters in the heart of downtown Portland, OR (dog-friendly!)
• Great medical/dental/vision benefits, covered at 100% for employees and partially for families
• 401(k) matching with full vesting after 1 year
  

Eleven is an inclusive employer and will continue to recruit, hire, train, and promote into all job levels without regard to race, religion, gender, marital status, familial status, national origin, age, mental or physical disability, sexual orientation, gender identity, source of income, or protected veteran status. It is our policy to prohibit workplace harassment, discrimination and retaliation on the basis of protected status. We are committed to creating a respectful and professional work environment that is free of harassment, discrimination, and retaliation and that promotes employment opportunities.

We comply with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact our HR Department at hr@elevensoftware.com or 503-222-4321.

Still want to know more about us? We’re flattered. Learn more about our company and products at www.elevensoftware.com.

Salary : $55,000 - $70,000