Executive Assistant

COMPANY OVERVIEW:

Obie Companies is a family\-owned commercial real estate development and management firm born and based in Eugene, Oregon. We specialize in creating and operating distinctive properties across retail, multifamily, and hospitality sectors. With a portfolio of unique properties under our umbrella, we’re proud to offer spaces that foster connection, reflect local character, and serve both residents and visitors. As we continue to grow, we’re expanding our footprint into new markets across the western United States—bringing our community\-centered approach and commitment to quality to every project we take on.

Businesses in our portfolio include:

· The 5th Street Public Market (Eugene, OR)

· The Inn at the 5th (Eugene, OR)

· The Gordon Hotel (Eugene, OR)

· District Coworking (Eugene, OR)

· The Gordon Lofts (Eugene, OR)

· The Inn at 500 Capitol (Boise, ID)

· Residence Inn Boise Downtown University (Boise, ID)

SUMMARY:

Obie Companies is seeking a dedicated and highly organized Executive Assistant to support the executive office by providing high\-level administrative support.

The Executive Assistant will play a pivotal role in ensuring the seamless operation of the executive office through managing daily schedules, coordinating meetings, handling confidential information, and contributing to the overall efficiency of the organization.

This is a full\-time in\-office position with a schedule of Monday thru Friday from 8:30 AM\-5:00 PM. This is an hourly paid position, ranging from $20\-24 per hour, depending on experience. Regular hours will range from 40\-45 per week.

REPORTING MANAGER:

The Executive Assistant reports to the CEO and the Vice President of Administration for Obie Companies.

DUTIES AND RESPONSIBILITIES

Calendar Management

· Schedule and coordinate meetings, appointments, and travel arrangements for executives.

· Anticipate scheduling conflicts and proactively address them to optimize executives time.

Communication

· Answer and respond to phone call, communicate messages and information to the executive.

· Manage and prioritize incoming e\-mails, phone calls, and correspondence on behalf of executives when necessary.

· Provide administrative assistance, such as writing and editing e\-mails, drafting memos, and preparing communications on the executive’s behalf.

· Prepare and edit correspondence, presentations, reports, and other documents.

· Take employee and investor hotel reservation requests. Make reservations as needed.

Meeting Preparation

· Prepare meeting materials, agendas, and ensure executives are well\-informed and organized for all engagements.

· Must be able to run remote meetings and presentations.

· Attend meetings, take minutes, and follow up on action items as needed.

· Organizing meetings including scheduling, sending reminders, and organizing catering when necessary.

Travel Coordination

· Arrange travel, including flights, accommodations, and ground transportation.

· Provide detailed itineraries and support during travel as required.

Document Management

· Organize and maintain electronic and physical files, ensuring easy accessibility and confidentiality.

· Coordinate documentation related to contracts, agreements, and other critical business information. Collect executive signatures as needed.

· Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.

Investor Relations, Finance Reports and Projections

· Coordinate quarterly investor check distributions, including the timely mailing of reports, checks, and notices of distribution.

· Utilize capital management software to send notices and reports to investors. Update address and investor information in software as needed. Prepare capital raise materials and paperwork in software and elsewhere as needed.

· Assist with collecting and organizing information for finance proposals, including budgets, income projections, cash flow projections, and related documents.

· Organize and maintain electronic and physical files, ensuring easy accessibility and confidentiality.

Admin and Other Projects

· Work directly with the Executive Leadership to support all aspects of daily work routines; including, covering the reception desk in the absence of the receptionist.

· Assist with ad\-hoc projects and initiatives as assigned by executives, including but not limited to: creating draft proposals, creating slideshow presentations, etc.

· Conduct research and compile data for various business needs.

· Coordinate logistics for stakeholder conferences and events.

· Perform minor accounting duties.

Qualifications

· Proven working experience as an Executive Assistant or similar role supporting executives.

· Must be highly professional in appearance and demeanor.

· Strong organizational and time management skills with the ability to prioritize tasks effectively.

· Excellent written and verbal communication skills

· Proficiency in office software (MS Office products, including Word, Excel, Teams, Powerpoint, Projects, and Sharepoint)

· Discretion and confidentiality in handling sensitive information.

· Project Management experience, preferred.

· Bachelor’s degree preferred.

· High School Diploma or GED equivalent, required.

Work Environment

This position operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, fax machines, laminators, and document binders, etc. The noise level is usually moderate.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing the duties of this role, the employee is regularly required to sit for long periods of time, frequent computer use, frequent phone use, lifting and carrying up to 30 lbs, and occasional reaching, pushing, squatting, pulling, and bending. Certain areas within the marketplace are only accessible by stairs. Specific vision abilities required by this role include sharp eyesight for close\-up tasks.

Job Type: Full\-time

Pay: $20\.00 \- $24\.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Experience:

• Executive Assistant: 1 year (Preferred)

Ability to Commute:

• Eugene, OR 97401 (Preferred)

Work Location: In person