Exec Assistant Jobs in Portland, OR (NOW HIRING)

At Vibram, we are passionate about innovation, craftsmanship, and pushing boundaries. We are seeking an exceptional Executive Assistant to serve as a trusted strategic partner to our President & Global Chief Brand Officer.

As the President's right hand, you will play a critical role in enabling effective leadership by anticipating needs, managing competing priorities, and ensuring seamless day-to-day operations in a fast-paced, global organization. You will exercise sound judgment, maintain the highest level of discretion, and proactively remove obstacles so leadership can focus on strategic priorities.

The ideal candidate thrives in a dynamic, results-oriented environment and has a proven ability to manage complex calendars, coordinate across multiple stakeholders, and communicate with confidence and professionalism at all levels of the organization. You are highly organized, detail-oriented, and able to connect the dots across competing priorities while remaining calm under pressure.

Success in this role requires exceptional organizational and interpersonal skills, strong business acumen, and the ability to navigate a matrixed organization with ease. You are proactive, resourceful, and always thinking several steps ahead, building strong relationships across functions, anticipating challenges before they arise, and ensuring nothing falls through the cracks. Most importantly, you take ownership, operate with a high degree of independence, and consistently find a way to get things done.

Key Responsibilities

Executive Partnership & Strategic Support

• Serve as a trusted partner, sounding board, and confidant to the President & Global Brand Chief, helping facilitate effective decision-making and ensuring seamless execution of priorities.
• Act as a key conduit between the executive, leadership team, and internal and external stakeholders.
• Executive Office Management
• Lead all administrative operations for the Office of the President & Global Brand Chief.
• Manage confidential and highly sensitive information with the utmost discretion and professionalism.
• Serve as a primary point of contact for employees, partners, and external stakeholders, directing inquiries and communications appropriately.

Calendar & Time Management

• Proactively manage and optimize a complex executive calendar, balancing competing priorities and anticipating scheduling needs.
• Coordinate meetings, events, and engagements with internal and external stakeholders, ensuring alignment with business objectives and strategic priorities.
• Communications
• Draft, review, edit, and coordinate executive communications, presentations, correspondence, and announcements.
• Manage distribution lists, approval workflows, and communication processes as needed.
• Regularly communicate on behalf of the President & Global Brand Chief with professionalism and accuracy.

Executive Briefings & Board Support

• Prepare and coordinate briefing materials, reports, presentations, and other sensitive documentation.
• Support Board of Directors meetings, executive leadership meetings, and earnings-related communications through the preparation and organization of materials.

Travel Management

• Coordinate complex domestic and international travel, including itineraries, accommodations, transportation, visas (as applicable), and meeting logistics.
• Anticipate travel challenges and proactively resolve issues to ensure efficient, seamless travel experiences.

Budget & Expense Management

• Prepare, review, reconcile, and submit executive expense reports accurately and in a timely manner.
• Monitor budgets related to executive activities, meetings, and travel as needed.

Meetings, Events & Special Projects

• Plan, coordinate, and execute meetings, leadership offsites, events, and special projects of varying size and complexity.
• Prepare agendas, meeting materials, and follow-up action items to ensure successful outcomes.

Presentation Development

• Develop polished, executive-level presentations and business materials using PowerPoint, Keynote, and other presentation tools.
• Ensure all deliverables reflect exceptional quality, accuracy, and brand consistency.

Additional Responsibilities

• Support special projects and strategic initiatives as assigned.
• Foster collaboration across departments and help drive organizational effectiveness through exceptional administrative and operational support.

• Bachelor's degree required, or an equivalent combination of education and at least seven years of relevant professional experience.
• Minimum of five years of experience supporting a Senior Vice President or higher in an Executive Assistant role within a large, fast-paced, matrixed organization.
• Demonstrated ability to represent the Office of the President & Global Chief Brand Officer with the highest levels of professionalism, discretion, sound judgment, and confidentiality.
• Exceptional written and verbal communication skills, with the ability to tailor messaging for a variety of audiences.
• Proven ability to build strong relationships and communicate effectively with senior executives, Board members, external partners, VIPs, and cross-functional stakeholders.
• Highly organized with exceptional attention to detail and the ability to manage multiple competing priorities while maintaining accuracy and composure.
• Proven ability to work independently, anticipate needs, solve problems proactively, and thrive in a fast-paced, results-oriented environment with shifting priorities and ambiguity.
• Strong business acumen with the ability to exercise sound judgment, maintain strict confidentiality, and handle sensitive information with integrity.
• Proficiency with Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) and collaboration tools, with the ability to create polished executive presentations and materials.
• Working knowledge of SAP, including purchase order (PO) approval setup and maintenance.

Vibram is committed to employing a diverse workforce. Qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, gender expression, veteran status, or disability.