Part-Time Executive Assistant Job Opening – Vital Leaf, Portland

Vital Leaf
August 27th 2019

COMPANY: Vital Leaf, Inc
LOCATION: Portland, OR
TYPE: Part-Time
COMPENSATION: $16/hr. to start
SCHEDULE: Mon-Fri (generally 11 a.m.-3 p.m., with flexibility)

Along with a resumé, candidates must submit a written cover letter that demonstrates prior experience and alignment with company values. Candidate must have access to a reliable vehicle, valid driver’s license, at least 2 years of executive support experience and positive professional references.

Position Summary
Vital Leaf is seeking a Part-Time Executive Assistant to serve as the primary support to the CEO of the organization in our SE Portland area offices. The Executive Assistant is expected to provide high level, confidential administrative support and serves as a primary point of contact for internal and external team members on all matters pertaining to the CEO. Duties will be administrative and project-based and include scheduling travel, arranging meetings, handling information requests, preparing reports and correspondence. This position is often privy to confidential information and as such, requires diplomacy and discretion.

Job Description

Essential/Primary Responsibilities:

Executive Support

  • Assists the President/CEO with daily administrative duties and completes a broad variety of
    administrative tasks that include managing an active calendar of appointments; composing and preparing correspondence; arranging detailed travel plans, itineraries and agendas; compiling documents for meetings.
  • Communicates with the internal team on; the CEO’s behalf as requested and coordinates logistics of high-level meetings both internally and externally.
  • Conducts research or other projects as directed by the CEO.
  • Drafts reports, emails, proposals; prepares and coordinates oral and written communication as needed.
  • Supports the CEO in her external commitments related to public relations including speaking engagements, service on external boards, committees and other groups.
  • Manages CEO expenses and expense reporting.

HR Support
Administratively support CEO in the recruiting process including but not limited to candidate vetting and management, scheduling interviews, job description creation/revisions and drafting job offers.


  • Professional Experience Required:
  • Proven experience as an executive assistant or relevant administrative support experience
  • Excellent organizational and administrative skills with accuracy and attention to details
  • Must be able to meet deadlines in a fast-paced quickly changing environment
  • Excellent writing, editing, grammatical and oral communication skills
  • Ability to conduct research and present data in a succinct, organized and well-written manner.
  • Ability to organize daily workload by priorities
  • Excellent computer skills with knowledge in: MS Word, Excel, PowerPoint and G Suite
  • Ability to work independently
  • Positive attitude with excellent problem-solving skills
  • Must be proactive, diplomatic, adaptable and flexible
  • Ability to work independently and with professional discretion.
  • Excellent management, time-management, and problem-solving skills.

Skills & Abilities:
An upbeat, positive, can-do attitude.
We are looking for someone completely committed to an optimistic work environment and collaboration amidst company growth and ever-changing industry. Must be comfortable working in a startup environment with a high level of ambiguity and change without getting overwhelmed easily.

Mature communicator.
Both written and verbal communication is clear, organized, respectful, considerate, timely, and effective. When confusion or conflict arises, the candidate is talented at finding solutions, working through issues, and maintaining strong relationships both internally and externally.

Team-oriented, honest, and reliable.
The candidate can show a track record of cultivating collaborative partnerships at all levels and departments of an organization.

Detail-oriented and organized, especially in writing and communication. Pays attention to detail in regards to product information such as pricing, discounts, payment terms, ingredients, order quantities, and shipping/billing information.

Effective time­ management.
Candidate must manage time and multiple tasks effectively and be willing to work in a fast-paced environment with tight deadlines.

As a startup, all employees wear many hats at Vital Leaf.
We are looking for someone that’s extremely flexible and willing to jump in as needed, wherever that may be. Whether it be helping package and pack orders, take customer service calls, or make a delivery, we are looking for team players!

This position, like all of our positions, will demonstrate a superior level of service to fellow employees, company partners, vendors, and customers. Vital leaf team members are expected to represent the company by upholding to higher values of transparency and accountability, as well as demonstrating clear and respectful communication skills within the organization and externally. Our people treat each other, our customers, and our vendors with dignity, consideration, open-mindedness, and respect. By valuing diverse styles and skills, recognizing each individual’s contribution, and staying open to each other’s perspectives, Vital Leaf cultivates an environment of innovation and collaboration—which pays off in the way we solve problems together to further create an amazing company culture. Each of us is committed to supporting a culture of vitality and committed to bringing this exceptional brand to a national level.

To apply, you can either:

  • Submit an online application here
  • Email your resumé, cover letter, and 2-3 professional references with the job title in the subject line to [email protected]

Vital Leaf is actively engaged in creating a welcoming work environment for all. We do not discriminate against any employee or applicant for employment because of their race, color, religion, sex, sexual orientation, gender identity, national origin, age, marital status, genetic information, disability, or because he or she is a protected veteran.