Secretary/Receptionist to CEO

Job Summary
We are seeking a dynamic and highly organized Secretary/Receptionist to support our CEO and executive team. This vital role combines front desk responsibilities, administrative support, and office management to ensure smooth daily operations. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills, including bilingual proficiency. You will serve as the first point of contact for visitors and callers, manage complex calendars, handle correspondence, and assist with various clerical tasks to foster an efficient and welcoming office environment.

Responsibilities

• Greet visitors professionally and manage the front desk with warmth and courtesy, ensuring a positive first impression.
• Operate multi-line phone systems, screen calls, and direct inquiries to appropriate team members while maintaining excellent phone etiquette.
• Manage the CEO’s calendar by scheduling appointments, meetings, and travel arrangements with precision using calendar management tools.
• Handle correspondence including emails, memos, and reports with accuracy; proofread documents for clarity and correctness.
• Maintain organized filing systems—both physical and digital—using data entry skills in programs like Microsoft Office, Google Workspace, and QuickBooks when applicable.
• Support office management tasks such as ordering supplies, coordinating maintenance, and overseeing general administrative functions.
• Provide exceptional customer service by assisting clients or visitors with inquiries and support needs in a professional manner.
• Assist with bookkeeping tasks such as invoicing or expense tracking using QuickBooks or similar software when required.
• Perform clerical duties including typing, proofreading, data entry, and document filing to ensure operational efficiency.
• Manage confidential information discreetly while supporting the CEO’s personal assistant needs as required.

Experience

• Proven office experience with a strong background in administrative or clerical roles; experience supporting executive leadership is preferred.
• Demonstrated proficiency in computer literacy including Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Gmail, Calendar), and familiarity with QuickBooks or similar accounting software.
• Excellent organizational skills with the ability to multitask effectively in a fast-paced environment.
• Strong customer service skills complemented by professional phone etiquette; experience managing multi-line phone systems is essential.
• Bilingual abilities are highly desirable to serve diverse clients and visitors effectively.
• Prior experience as a receptionist, medical or dental receptionist, or personal assistant will be considered advantageous.
• Knowledge of office management procedures along with time management skills to prioritize tasks efficiently. Join us to be an essential part of a vibrant team dedicated to supporting leadership excellence while fostering a welcoming office atmosphere!

Job Types: Part-time, Contract, Temp-to-hire

Pay: $16.00 - $23.00 per hour

Benefits:

• Employee discount
• Flexible schedule
• Paid time off
• Professional development assistance
• Referral program

Work Location: Hybrid remote in Portland, OR 97220

Salary : $16 - $23