Obie Companies develops and manages unique, community-focused projects - specializing in retail, multifamily, and hospitality. We are dedicated to improving and enhancing the places we're rooted. Our current management portfolio of assets includes the 5th Street Public Market, Inn at the 5th, Gordon Hotel, Gordon Lofts, and District Coworking in Eugene, Oregon, as well as the Inn at 500 Capitol in Boise, Idaho.

Obie Companies is an EOE and drug-free workplace. Must pass drug screen as a condition of employment. This position reports to the Chief of Staff of Obie Companies.

COMPENSATION:

• Non-Exempt. Hourly Salary starting at $17.00/hour.
• Schedule: Monday-Friday, 8:30 am-5:00 pm. Some flexibility required.

BENEFITS TO JOINING OUR TEAM:

This is an Non-Exempt full-time position with a competitive benefits package – benefits include medical and dental insurance, long-term disability insurance, life insurance, 401K plan with competitive employer match, Paid Vacation time, Paid Sick time, and unique Longevity Awards (including a paid trip to Hawaii after 5-years with the Company!).

Job Description:

The primary objective of the Executive Assistant is to assist and support the Executive Leadership of Obie Companies Inc., to include the:Chief Executive Officer, Chief Operations Officer, Chief Finance Officer, Chief of Staff, Vice President of Real Estate, Vice President of Marketing, and Vice President of Hospitality.

The Executive Assistant must be a proactive and detail-oriented professional capable of managing a wide range of administrative and executive support tasks. This role requires a high level of discretion, confidentiality, and the ability to handle complex responsibilities in a fast-paced environment.

DUTIES AND RESPONSIBILITIES

Calendar Management

• Schedule and coordinate meetings, appointments, and travel arrangements for executives.
• Anticipate scheduling conflicts and proactively address them to optimize executives time.

Communication

• Answer and respond to phone call, communicate messages and information to the executive.
• Manage and prioritize incoming e-mails, phone calls, and correspondence on behalf of executives when necessary.
• Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive’s behalf.
• Draft, proofread, and edit documents, presentations, and reports.
• Take employee and investor hotel reservation requests. Make reservations as needed.

Meeting Preparation

• Prepare meeting materials, agendas, and ensure executives are well-informed and organized for all engagements.
• Attend meetings, take minutes, and follow up on action items as needed.
• Organizing meetings including scheduling, sending reminders, and organizing catering when necessary.

Travel Coordination

• Arrange travel, including flights, accommodations, and ground transportation.
• Provide detailed itineraries and support during travel as required.

Document Management

• Organize and maintain electronic and physical files, ensuring easy accessibility and confidentiality.
• Manage documentation related to contracts, agreements, and other critical business information. Collect executive signatures as needed.
• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.

Special Projects

• Work directly with the Executive Leadership to support all aspects of daily work routines.
• Assist with ad-hoc projects and initiatives as assigned by executives, including but not limited to: creating slideshow presentations, preparing quarterly reports and distributions, etc.
• Conduct research and compile data for various business needs.
• Perform minor accounting duties.

Qualifications

• Proven working experience as an Executive Assistant or similar role supporting C-level executives.
• Strong organizational and time management skills with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills
• High level of proficiency in office software (MS Office products, including Word, Excel, Teams, PowerPoint, Projects, and SharePoint)
• Discretion and confidentiality in handling sensitive information.
• Bachelor’s degree preferred.

Work Environment

This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, fax machines, laminators, and document binders, etc. The noise level is usually moderate.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing the duties of this role, the employee is regularly required to sit for long periods of time, frequent computer use, frequent phone use, lifting and carrying up to 30 lbs, and occasional reaching, pushing, squatting, pulling, and bending. Certain areas within the marketplace are only accessible by stairs. Specific vision abilities required by this role include extended computer screen use and frequent reading of small print.

PERFORMANCE STANDARDS

CUSTOMER SERVICE:

o Commitment to deliver the highest level of service, quality and value to every employee, customer, partner, and vendors.

o Service orientated approach

PEOPLE:

o Be a brand ambassador within the organization and in the community.

o Maintain a positive and cooperative work environment.

o Promote a “everybody sells” culture.

o Proactively ask questions to determine appropriate course of action.

QUALITY:

o Maintain physical product standards by routinely inspecting department to ensure that equipment is in proper working condition and supplies are stocked at proper levels.

Job Type: Full-time

Job Type: Full-time

Pay: From $18.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Eugene, OR 97401: Relocate before starting work (Required)

Work Location: In person