Executive Assistant / Office Administrator

1953 NW Kearney Street, Portland, OR 97209

Full-Time, 8 AM-5 PM | In Office | Monday–Friday

Carbon Group has an exciting opportunity for a highly organized Executive Assistant / Office Administrator to support our Principal and internal team.

Joining the Carbon team means playing a meaningful role in the continued growth and success of the company. We pride ourselves on building strong relationships with both clients and team members, and have created a culture grounded in transparency, integrity, and high-quality service.

We are looking for someone who is adaptable, proactive, professional, and highly organized, with the ability to manage multiple priorities while maintaining attention to detail. The ideal candidate enjoys problem-solving, thrives in a fast-paced environment, and takes pride in keeping people and operations running smoothly.

Position Overview

The Executive Assistant will report directly to the Principal of Carbon Group and play a critical role in supporting both business and personal operations. This position requires excellent follow-through, discretion, and the ability to manage confidential matters.

The ideal candidate is a fast learner and self-starter who anticipates needs, solves problems independently, and approaches tasks with a positive, can-do attitude.

• Manage the Principal’s personal and professional calendars, including scheduling meetings, appointments, and events.
• Coordinate travel arrangements, including flights, accommodations, transportation, and detailed itineraries.
• Organize personal logistics such as reservations, tickets, and other arrangements.
• Provide time management support, including reminders for key deadlines, meetings, and priorities.
• Run errands in support of the Principal and Carbon Group team.
• Maintain discretion when handling confidential and sensitive information.
• Track and submit monthly expense reports and maintain organized financial records.
• Organize monthly payables and reconcile incoming and outgoing transactions.
• Manage construction lien documentation across active construction projects.
• Assist with internal and external company event planning and execution.

• Prepare the office each morning using the daily opening checklist.
• Answer and manage phone calls, emails, and messages, directing them to appropriate team members.
• Maintain office supply inventory and place orders as needed.
• Assist with planning and organizing team events and office initiatives.
• Provide general administrative support to the internal team when needed.

Required Qualifications

• Proven experience as an Executive Assistant, Personal Assistant, Office Administrator, or similar role, preferably within real estate, construction, or law.
• Experience with accounts receivable and accounts payable.
• Strong organizational and multitasking skills.
• Highly detail-oriented with excellent follow-through.
• Excellent written and verbal communication skills.
• Ability to anticipate needs and solve problems proactively.
• Positive, adaptable, and professional demeanor.
• Ability to handle sensitive and confidential information with discretion.
• Proficiency with Microsoft Office, Google Workspace, QuickBooks, Asana, or similar tools.
• Procore experience preferred, but not required.
• Bachelor’s degree preferred, but not required.

Schedule

• Full-Time | In Office. No remote work. 
• Monday–Friday, 8:00 AM – 5:00 PM
• Occasional after-hours requests as needed.

Travel Requirements

• This role includes occasional local errands, therefore a personal vehicle is required.

Compensation & Benefits

Carbon Group values the contributions of our employees and strives to create a supportive and rewarding work environment.

Compensation

• Starting at $60,000 annually, based on experience and qualifications.

Benefits

• 401(k)
• Health insurance stipend
• Vision insurance stipend
• Paid time off
• Paid holidays

Benefits begin after 90 days of employment. 401(k) eligibility begins after 6 months.

The above description is intended to identify the essential functions and requirements for the performance of this job; it is not to be construed as a complete statement of duties, responsibilities or requirements. The hired employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations could be made to enable employees with disabilities to perform the essential functions of the role, absent undue hardship. Carbon Group reserves the right to revise the job description at any time.