Opportunity
Do you love design and all things for the home? Curious to learn more about business; from raw materials to beautiful handmade products, to sales? Ann Sacks is seeking a highly organized Administrative Assistant to support our corporate office onsite in North Portland. You’ll work with a talented and creative team that elevates gracious living and supports our beautiful showrooms across the nation.  
This role performs a variety of confidential administrative functions, primarily supporting the Vice President & General Manager of Ann Sacks. In this role, you will manage key administrative, organizational, and communication tasks, enabling our leadership team to focus on their primary responsibilities. This position requires a skilled and savvy communicator who is able to manage a wide range of priorities, and to handle highly sensitive matter with professionalism and discretion.
  
Communications 
Create correspondence and general communication (memos, charts, tables, business plans), including preparation and editing of Authorized Corporate Transactions. Proofread copy for grammar, spelling, and layout, ensuring accuracy and clarity. 
Organize and prioritize large volumes of information and calls, and draft responses by phone or email on behalf of executives when necessary. 
Coordinate organizational updates, announcements, quarterly All Hands meetings, presentations, and collateral for meetings. Update internal communication channels (SharePoint, Weekly Memo Etc.)  
Act as a liaison with other Kohler Co. businesses and outside contacts, including high-level staff such as C-level executives, GMs, and Directors. Handle confidential and non-routine information and explain policies when necessary. 
Scheduling 
Manage Outlook calendar for VP/GM and other key executives, create travel itineraries/agendas, provide meeting agendas and materials, and track deadlines.  
Coordinate and schedule meetings, conferences and departmental activities.  
Attend top executive team and sales meetings, create and distribute meeting minutes and action items. 
Maintain the Ann Sacks corporate calendar, updating key occurrences for the company and functional areas. 
Initiate and organize travel arrangements for the VP/GM and other key executives.  
Employee Engagement 
In partnership with Human Resources, support rewards & recognition culture, onsite health events, volunteer events, employee surveys, and other employee engagement initiatives.  
Provides some support to new hire integration, coordinating general office setup & readiness.  
Financial Support 
Assist with the maintenance of expense reporting for the VP/GM and key executives, to include organizing and submitting expense reports, reviewing submitted expenses. 
Provide updated financial performance information to leaders, including monthly sales achievement by showroom location. 
Perform financial administrative tasks, including scanning and sending invoices to Accounts Payable, and gathering and depositing checks monthly.  
Office Management 
Be the welcoming face for visitors, ensuring a professional and friendly environment. 
Efficiently manage incoming and outgoing mail and packages, coordinating pickups and deliveries.  
Oversee the management of onsite vendors and building maintenance tasks, ensuring smooth operations and timely service. 
Maintain office & cleaning supplies, bathroom toiletries, ensuring they are stocked and replenished monthly. 
Owns general office coordination; supports desk allocation, conference room setup & usage, space planning etc. 
Special Projects 
Supports and coordinates annual Ann Sacks Leadership Summit.  
Work independently and within teams on special nonrecurring and ongoing projects. Act as a project manager for special projects, at the request of the VP/GM, which may include: planning and coordinating presentations, disseminating information and coordinating direct mailings. 
Occasional travel (up to 15%) to support off-site meetings, events, or team coordination across showroom locations. Most responsibilities will be performed on-site at the Portland Support Center location.