Executive Assistant
Job Details
Full Time
Admin - Clerical

Reports to: CEO

FLSA: Exempt


Organizational Background

Columbia Grain International, LLC. is a long time established full-service grain company in the grain and pulses business. We are headquartered in Portland, Oregon and own/operate over 50 elevators and offices throughout WA, ID, MN, MT, NE and ND to support our domestic and export sales program.

We are a mid-size company with just over 450 employees overall. The employees at Columbia Grain, at all levels of our organization, represent some of the most experienced and knowledgeable in the industry. We are proud of our ability to attract and maintain talented, efficient, long term, community minded employees who can develop lasting relationships with producers and customers both domestic and around the world.

Position Description

The Executive Assistant will provide general administrative support to the Executive Leadership team, including travel, managing calendars, and document creation and distribution. Additionally, the Executive Assistant will coordinate Columbia Grain’s social media presence and support Columbia Grain’s Community Giving.

  • Provide executive level support to Executive Leadership Team.
  • Maintain schedules and guide Leaders throughout day to ensure preparation for upcoming meetings, events, and pending deadlines.
  • Create documents, including correspondence, spreadsheets, PowerPoint presentations, upon request, ensuring accuracy and timeliness.
  • Screen phone calls, as needed and refer to other staff as applicable.
  • Coordinate social media activity, including recommending posts, scheduling posts, coordinating activities at various company locations, documenting activities with pictures to be shared via social media, and coordinating with marketing partner.
  • Make travel arrangements, plan itineraries, and coordinate logistics for Leadership Team.
  • Prepare expense reports for Executive Leadership Team.
  • Maintain and update files.
  • Event planning, including in-person and virtual staff meetings, town halls, and general meetings with refreshments and/or other supplies, as applicable.
  • Recommend and support activities at various company locations as part of Community Giving program.
  • Distribute local event tickets to staff, as available.
  • Monitor mail.
  • Independently carry out special projects and assignments.
  • Develop full understanding of company and Leadership priorities and KPIs to effectively and efficiently support organizational success.
  • Process improvement.
  • Work with members of various departments to accomplish assignments and organizational goals.
  • Other duties as assigned.

Skills, Knowledge, Education and Experience

  • Highschool diploma or equivalent experience.
  • At least 5 years of administrative support experience.
  • Experience and a desire to play a role in marketing.
  • Excellent knowledge of Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
  • Excellent knowledge of new media and applications.
  • Highly organized with the ability to prioritize and manage multiple projects and assignments with deadlines.
  • Keen attention to detail and strong focus on getting results while meeting deadlines.
  • Ability to work independently with minimal supervision within a team environment.
  • Excellent communication skills and the ability to interact with all levels within the company, and with vendors and customers.
  • Ability to uphold and maintain discretion and care regarding confidential and sensitive personnel and company information.
  • Strong ability to speak, read, write and comprehend English.
  • Good work ethic (team environment), ability to be flexible and adaptive to successfully achieve the function of the position with good attendance.

Benefits Offered

  • Comprehensive Health, Dental, RX and Aflac benefits
  • Company paid Life Insurance and Disability
  • Flexible Spending Plans
  • Employee Assistance Program
  • 401K Retirement savings plan
  • Paid Holidays, Vacation and Sick leave

Successful completion of initial and ongoing employment screens, including but not limited to criminal background and vehicle record as required.

Columbia Grain is an Equal Opportunity Employer