Insurance Executive Assistant Jobs in Portland, OR

The Office Assistant manages front office operations, performs basic accounting and clerical duties, and provides comprehensive administrative support to the corporate office. This role supports multiple executives and teams, ensuring smooth day-to-day office functions and accurate, timely processing of invoices and financial data.

• Greet and screen visitors in a professional and welcoming manner.
• Answer, route, and manage all incoming phone calls to the appropriate staff or department.
• Receive and handle parcel deliveries from carriers such as FedEx and UPS.
• Process incoming and outgoing mail, including sorting, distributing, and preparing items for shipment.
• Manage office supplies and breakroom supplies, including monitoring inventory and coordinating replenishment.
• Process daily invoices for shipped orders with a high degree of accuracy.
• Enter all vendor invoices into QuickBooks and maintain organized records.
• Process bank deposits in a timely and accurate manner.
• Enter cash receipts into QuickBooks and reconcile related records.
• Process and track all customer credit applications, ensuring proper documentation and follow-up.
• Provide executive administrative support to senior leadership, including the CEO and CFO.
• Prepare product samples for mailing, including packaging, labeling, and documentation.
• Provide backup administrative support to Sales and Operations teams as needed.
• Perform data entry and general clerical tasks to support office and accounting functions.
• Perform other related work as required to ensure efficient corporate office operations.

• Minimum 3 years of experience in a professional office environment.
• Proficiency with QuickBooks for accounts payable, accounts receivable, invoicing, and data entry.
• Strong administrative support skills, including front desk and receptionist experience.
• Proficiency in Microsoft Excel, Word, Outlook, and Access.
• Ability to process invoices, bank deposits, and cash receipts accurately and efficiently.
• Detail-oriented approach with strong organizational skills.
• Ability to produce precise, accurate, and timely work products.
• Strong verbal and written communication skills for interacting with visitors, executives, and team members.
• Ability to support multiple executives and teams simultaneously.

• Bachelor’s degree in Business is preferred.
• Experience working in a corporate office environment that supports manufacturing operations.
• Comfort with handling mail, parcels, and product samples for shipment.
• Ability to prioritize tasks and manage time effectively in a busy office setting.
• Demonstrated reliability and consistency in delivering high-quality work.
• Ability to adapt to changing priorities and provide backup support across departments.

This role is based in a small corporate office team that also supports a nearby manufacturing site located in Vancouver. The office is situated on the second floor of an office building and is accessible via stairs. The environment offers a stable industry setting with consistent work and the opportunity to collaborate closely with multiple executives and cross-functional teams. The office uses standard business technologies, including Microsoft Office applications and QuickBooks, in a professional, focused atmosphere.

This is a Contract to Hire position based out of Camas, WA.

The pay range for this position is $22.00 - $24.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Camas,WA.

This position is anticipated to close on Aug 17, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.