What are the responsibilities and job description for the Administrative Specialist (Executive Assistant) position at Stumptown Coffee Roasters?
Hi, we’re Stumptown. We’re a coffee company, and we source, roast, taste, package, sell, deliver, brew and serve what we firmly believe is the best coffee on the planet. We are progressive, open, and evolving but uncompromising in our commitment to quality. We work hard, collaborate constantly and have fun every day. We pride ourselves on our passion for excellence, our spirit of generosity and on the long-term relationships we nurture as we guide our coffee from the good hands of our hardworking partners at origin into the cups of our customers. If you love coffee, people and getting things done, this just might be the place for you.
As the Administrative Specialist, this role is responsible for the guest and employee experience at our iconic Portland, Oregon headquarters. While primarily supporting our Stumptown President in an Executive Assistant capacity, this role is also responsible for office manager tasks, event management, support of certain People Team programs, and administrative support of the broader executive leadership team. Most importantly, this role makes sure Stumptown remains radically welcoming and deeply human for all folks that enter our HQ doors.
Essential Functions
Executive Assistance & Administration:
As the Administrative Specialist, this role is responsible for the guest and employee experience at our iconic Portland, Oregon headquarters. While primarily supporting our Stumptown President in an Executive Assistant capacity, this role is also responsible for office manager tasks, event management, support of certain People Team programs, and administrative support of the broader executive leadership team. Most importantly, this role makes sure Stumptown remains radically welcoming and deeply human for all folks that enter our HQ doors.
Essential Functions
Executive Assistance & Administration:
- Works directly with the President to manage calendars, travel arrangements, expense reporting, meeting and event arrangements
- Schedules and coordinates logistics for internal and external leadership and guest meetings and events
- Prepares documents, presentations, emails, and performs editing functions
- Acts with a high level of integrity and uses professional discretion while handling confidential and sensitive information
- Schedules, coordinates, and administers agendas and facilitation of in-person, virtual, and hybrid meetings, including coordination with IT for technical support
- Provides organizational and administrative support to broader executive team as needed
- Serves as information resource and communication channel for various company activities
- Coordinates with parent and sister companies to organize complex schedules and meetings
- Records, summarizes, and distributes meeting minutes, with high level of business acumen and confidentiality
- Manages onsite and externally held employee events (4 times per year) including catering, venue contracts, vendor coordination, invitation/RSVP tracking and budget management
- Coordinates regular guest visits ensuring a positive experience with both project management and budget maintained
- Manages product donation requests and product/discount trade partnerships
- Assists in development and execution of onboarding for new hires
- Support scheduling for both interviewing and onboarding
- Participates and helps support both Sustainability and Diversity, Equity, and Inclusion programs
- Maintains office appearance and supplies
- Acts as point of contact for routine janitorial, security, and general maintenance activities, under the direction of facilities and people team leadership
- Maintains office supplies, ensuring timely orders and regular supply levels
- Performs general administrative duties for office such as brewing coffee, sorting mail, issuing parking permits, space planning or coordinating office moves
- Coordinates desk space and office configuration, including arranging furniture delivery/builds
- Coordinates building communications regarding building maintenance and neighborhood disruptions
- Tracks and routes invoices for approval
- Performs other duties as assigned
- No supervisory responsibilities
- 3 years professional office experience in an administrative support, office manager, or executive assistant capacity
- Bachelors’ degree in a related field preferred
- Knowledge and demonstrated application of Gmail, Outlook, Word, Excel, PowerPoint, and other reporting and presentation tools
- Experience managing calendars and perform complex travel and meeting coordination at a professional level
- Experience with budget and project coordination at an administrative level
- Event management experience in a professional environment
- Editing/copywriting skills and business notetaking experience
- Highly organized with attention to detail and ability to manage competing demands
- Demonstrated ability to carefully manage confidential and sensitive information
- Strong communication skills, both written and verbal, and ability to communicate up, down, across levels
- Interest and ability to work with a highly diverse staff and guests in an equitable and inclusive manner
- Team player with eagerness and aptitude to grow
- Experience working in a deeply human and hospitality focused environment
- Highly flexible and adaptable to change
- Proactive and problem solver
- Strong professional judgment and decision making ability
- Repetitive use of computer
- Frequent written and verbal communication with customers and co-workers
- Required to climb stairs and lift up to 30 pounds
- Full-time onsite role, in SE Portland facility
- Standard office hours with availability to work limited evenings and weekends on occasion
- Standard office environment, with open office plan
- Varied levels of office and production noise
- Works independently with minimal supervision
