Sr. Administrative Assistant, Ann Sacks

Location: NE Portland Office, Onsite - 4 days per week

Who We Are

For over four decades, Ann Sacks has become synonymous with unparalleled craftsmanship and innovation in the world of tile and stone. Searching the globe for the finest materials, the brand has meticulously crafted an extensive portfolio that embodies luxury.

From its humble beginnings in Portland, Oregon, what began as a simple venture into tiles now includes slabs, stone furniture, fireplaces, baths and home accessories. With 21 successful showrooms across North America, the brand has established itself as the go-to destination for the discerning designer and homeowner looking to transform their homes into vibrant expressions of personal style.

Opportunity

Ann Sacks is seeking a highly organized Sr. Administrative Assistant to support our corporate office and leadership team onsite in North Portland. You'll work with a talented and creative team that elevates gracious living in the built environment and supports our beautiful showrooms across the nation.

This role performs a variety of confidential administrative and office support 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 drive the business forward. This position requires a skilled and savvy communicator who is able to manage a wide range of priorities and projects, and to handle highly sensitive information with professionalism and discretion. You will thrive if you enjoy variety, no two days are the same!

Specific Responsibilities

Communications

• Create correspondence and general communication (memos, charts, tables, business proposals), including proofreading copy for grammar, spelling, and layout, ensuring accuracy and clarity.
• Organize and prioritize large volumes of information and calls, and respond by phone or email on behalf of executives when necessary.
• Coordinate organizational communication, including announcements, office updates, town halls, presentations, and collateral for meetings. Updates 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. Handles confidential and non-routine information and explains policies when necessary.

Scheduling & Coordination

• Manage Outlook calendar for VP/GM and other key executives, 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, volunteerism, and other employee engagement initiatives and/or committees, with a focus on the Portland campus (office & manufacturing site).
• Provides some support to new hire integration, coordinating general office setup, gifting, and 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.
• Organize and send monthly business scorecard for completion by stakeholders.
• Perform financial administrative tasks, including scanning and sending invoices to Accounts Payable, and gathering and depositing checks monthly.

Office Management

• Serves as the general office coordinator, working onsite Mon-Thurs, or as required.
• Guest management -coordinates a gracious experience for all visitors, owning guest security badges, office usage, and general coordination.
• Efficiently manage incoming and outgoing mail and packages, coordinating pickups and deliveries.
• Oversee onsite vendors, ensuring smooth office operations & timely service.
• Facilitates building maintenance upkeep and tasks; liaison with maintenance team and/or repair vendors.
• Maintains supplies, ensuring they are stocked and replenished. (office supplies, toiletries, etc.)
• Owns general office environment: desk allocation, conference room setup & usage, space planning, event setup & takedown, storage & supply organization.
• Business notary for the worksite

Special Projects

• Supports and coordinates annual Ann Sacks Leadership Summit.
• Work independently and within teams on special nonrecurring and ongoing projects. May 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.