Executive Assistant

At a glance:

This is a full-time, mid-level position on our Business Operations Team. It is responsible for supporting C-suite executives by utilizing exceptional organizational skills in all administrative functions. This position requires proactive problem-solving skills, strong documentation and presentation skills, an ability to gracefully interact with a variety of people and departments, and pivot priorities quickly. This role is a key member of the Business Operations team and reports to the Associate Director, Building & Business Services.

The Executive Assistant will work from our Pearl District office in Portland, Oregon and will periodically support after-hours events on or near campus.

At this time, we are not considering candidates outside of the Portland, Oregon Metro area

What does an Executive Assistant do at Rain?

• Provide executive support for C-Suite level executives, as well as other members of the executive and administration team when needed.
  • Manage schedules, balance competing meeting commitments, and secure reservations
  • Oversee and book business & personal travel as necessary
  • Act as liaison to other senior executives and managers down chain of command
  • Confidently communicate with agency’s Board of Directors and schedule board meetings
  • Assist with preparing PPT decks, excel spreadsheets, reports, and general written communication
  • Collaborate with IT and internal teams to ensure a smooth and engaging virtual experience for company-wide meetings across the U.S.
  • Represent C-suite executives in written and verbal communications with vendors, community leaders, and key external partners as needed
  • Reconcile and manage expense reports
  • Submit and manage PTO approvals for executive’s direct reports and accurately maintain time records
  • Support oversight and assistance of time tracking for executive’s direct reports
  • Project manage/follow-up with employees and vendors as needed to support executives
  • Partner with the Hospitality & Events Manager to plan and execute company events, including lunches and client meetings, and provide additional support as needed

• Be an active team member and mentor on our Business Operations team
  • Participate in agency events as needed – either as an event lead or as a support member, helping to set up and take down events, including periodic after-hour assistance
  • Back-up team members when they are on PTO
  • Continuously seek opportunities to improve processes and strengthen team support
  • Model a high standard of professionalism, maintaining urgency, composure, and responsiveness under pressure
  • Enhance the in-office client and employee experience by maintaining readiness of shared spaces and ensuring timely coordination of requests with appropriate partners

What do we look for in an Executive Assistant at our agency?

• Bachelor’s degree in Business Administration or equivalent combination of education and experience
• 5-7 years of experience as an Executive Assistant supporting C-suite executives
• Must have exceptional technical skills in all Microsoft Office and related tools (e.g. PowerPoint, Excel, Outlook, Word, Zoom, etc.)
• Maintain the highest level of confidentiality with sensitive information at all times
• Effectively manage multiple, shifting priorities in a fast-paced environment
• Coordinate and manage travel arrangements efficiently and with attention to detail
• 8:30am-5:30pm PST M-F, with flexibility for some early mornings and evenings based on executive needs
• Demonstrate enthusiasm for consistent in-office presence and collaboration
• Minimal travel required
• Exhibit advanced organizational and multitasking skills
• Exercise sound judgment to effectively prioritize competing demands
• Demonstrate strong written and verbal communication skills
• Build and maintain effective professional relationships
• Possess a valid driver’s license or reliable transportation for errands, supply transport, and travel to off-site locations
• Demonstrate alignment with and appreciation for Rain’s Core Values

Why work at Rain?

• We are a national leader in DTC marketing and a fully integrated creative and media agency. With a 25+-year history and around 250 employees, we are established enough to have all the bells and whistles, but small enough for an entrepreneurial and welcoming culture where everyone is heard.
• Our Flexible First environment empowers us to work from where we’d like but still connect with one another virtually and in-person when possible.
• We proudly invest in our employees, technology, and tools, ensuring the best possible work experience. As such, we offer a rich benefits package including the following:
  • Medical, Dental, and Vision insurance
  • Quarterly profit-sharing program
  • 401(K) plan with employer match (and immediate eligibility)
  • 4-6 weeks PTO
  • 12 paid holidays
  • 12-18 weeks fully-paid Family and Medical Leave
  • Monthly Work-From-Home allowance
  • Additional benefits details can be found here
• Transparency is valued. We actively ensure employees know how we are doing and where we are going. We encourage open communication, share our successes, and hold each other accountable.
• We are passionate about our clients and deliver simultaneously on their brand and sales objectives, an approach we call Transactional Brand Building. To learn more about our work and proprietary philosophy, please check us out here.