Administrative Operations and Communications Manager

Position: Administrative Operations and Communications Manager

Portland Pet Food Company Overview:

Join a thriving mission-driven company to create healthier alternatives in pet food. Revolutionize pet nutrition while driving growth for one of the most innovative brands in the pet food industry.
Portland Pet Food Company (PPFC) was founded by Katie McCarron in 2014 for her family's senior Standard Poodle, Rosie, who struggled with eating and was ailing. Katie began cooking fresh, human-grade meals and Rosie lived another 2½ years to age 16. PPFC manufactures human-grade, shelf-stable pet meals and dog biscuits in the United States made with 11 or fewer ingredients that are all sourced & grown in the US. Over the past 10 years, PPFC has grown to be available in over 5,000 retail locations in four countries.

As we enter our next growth phase, we seek an experienced Administrative and Communications Manager for our PPFC office, and our Sales and Marketing team to help our teams work more effectively together. The position will provide high level professional support to the Senior Management team, ensuring seamless operations and communication across the organization. This support role is an opportunity to gain hands-on experience in omnichannel sales and marketing within the pet food and/or consumer packaged goods industry. As a key support member, you'll contribute directly to our company's growth by assisting with crucial sales and marketing operations, event coordination, and cross-functional projects. This position is perfect for someone eager to learn and grow in a fast-paced environment with opportunities for career advancement in business, sales, and marketing. The ideal candidate will have experience coordinating cross-functional projects, streamlining workflows, and supporting leadership teams while maintaining our commitment to quality and transparency.

Administration and Operations Team Support:

• General Office Management, ensuring efficiency and administrative workflows
• Proactively find opportunities to simplify business processes for teams
• Create and update project management timelines and planning calendars on Monday.com, facilitating smooth cross-departmental collaboration
• Develop and maintain processes for sharing time-sensitive information with external partners, enhancing collaboration with Amazon, PR, and social media teams
• Help facilitate senior management meetings, managing scheduling, agenda, and note-taking with professionalism and confidentiality
• Lead process improvements, such as centralizing supplier information or brand imagery
• Implement and maintain filing systems, both digital and physical, to streamline information access
• Event & Meeting Coordination: Plan company events, client meetings, and internal team gatherings
• Manage calendars, schedule meetings, and coordinate travel arrangements
• Maintain corporate records, contracts, compliance documents, and association memberships

Executive and Administrative Support:

• Provide administrative support to the CEO with closing of major channels and international sales efforts
• Take on additional tasks and projects as assigned, demonstrating flexibility and eagerness to learn
• Assist with ad hoc projects such as applications, awards, research, etc.
• Prepare reports, presentations, content creation, and internal documentation for leadership, and applications for associations and partnerships. Liaison with partners and national associations
• Draft and edit business documents, proposals, and applications for grants, partnerships, and associations
• Prepare internal and external communications, including executive reports and correspondence
• Support content creation for presentations, investor reports, and company updates
• Track and follow up on action items from leadership meetings

Sales & Marketing Administrative Support:

• Coordinate customer-facing events such as trade shows and industry events, boosting our brand visibility and fostering valuable connections
• Coordinate consumer-facing events like dog/cat shows and product demos, increasing brand awareness and consumer engagement
• Manage inventory of branded merchandise and point-of-sale materials, ensuring our partners have access to the resources they need for growth
• Assist in updating or submitting new online retailer product listings, enhancing our digital presence, and supporting third-party e-commerce growth
• Maintain relationships with industry certification bodies, reinforcing our commitment to quality and environmental stewardship
• Coordinate proactive donations with charitable organizations
• Assist Sales with CRM management, reporting, and distributor/broker communications
• Assist Marketing with sales collateral preparation and marketing campaign coordination
• Draft bi-monthly newsletters for retailers, brokers, and distributors

Qualifications:

• 5 years experience in office administration or project management
• High School Diploma Required, Preferred bachelor’s degree in Business, Marketing, Communications, or related field
• Strong organizational skills and attention to detail
• Excellent written and verbal communication abilities
• Proficiency in Google Workspace, familiarity, and willingness to learn new technology platforms (e.g., Monday.com, Canva, Slack, DropBox, Docusign, etc.)
• Proficiency in Microsoft 365 Suite (Word, Excel, PowerPoint, etc.)
• Ability to multitask and prioritize in a fast-paced environment
• Previous experience in a fast-growing company, sales, marketing, or customer service is a plus

Who you are:

• A self-motivated, highly organized professional with excellent time management skills
• An exceptional writer capable of drafting clear and concise reports, applications, and board communications
• Discreet and professional in handling confidential information and executive matters
• Proactive in problem-solving and able to work independently in a fast-paced environment
• Tech-savvy and proficient in tools like Microsoft Office, Google Workspace, and project management software
• Excellent with numbers and data

Skills & Competencies:

• Strong organizational and project management capabilities
• Excellent communication and relationship-building skills
• Problem-solver who can execute on details
• Process improvement and excellent written skills
• Ability to thrive in a fast-paced, changing environment
• Strong attention to detail and ability to anticipate business needs before they arise

What We Offer: Portland Pet Food Company values diversity, collaboration, and innovation. Our workplace culture supports employee growth and well-being. Benefits include:

• Hybrid Work Flexibility
• Paid Time Off
• Eight Paid Holidays
• Health, Dental and Vision Insurance
• Life Insurance
• Paid Family/Medical Leave
• Employee Assistance Program
• Employee Referral Program
• Educational Assistance Program
• Bring your pet to work days!

If you are a highly organized, proactive professional who thrives in a multifaceted role and enjoys supporting administration, sales, marketing, and operations, we’d love to hear from you! Be part of a fast-growing, dynamic business where your contributions matter. Work closely with leadership and gain exposure to high-level business operations. Join us to pioneer better ways of working while contributing to healthier alternatives in pet nutrition!

Job Type: Full-time

Pay: $60,000.00 - $80,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Portland, OR 97202 (Required)

Ability to Relocate:

• Portland, OR 97202: Relocate before starting work (Required)

Work Location: In person

Salary : $60,000 - $80,000