MacDonald-Miller Facility Solutions · 12 hours ago
Executive Assistant
Portland, Oregon Metropolitan Area
Full-time
Onsite
Senior Level
$90K/yr - $115K/yr
5+ years expMacDonald-Miller Facility Solutions is the Northwest's leading mechanical contracting firm specializing in HVAC, plumbing, and automation solutions. They are seeking an Executive Assistant to provide high-level support to the Vice President & General Managers, manage communications, and streamline operations across multiple regions.
Mechanical Design
Responsibilities
Own and manage complex calendars, ensuring meetings align with strategic objectives
Anticipate conflicts and proactively resolve scheduling issues before they arise
Keep the VP of Inland NW & VP of Oregon focused, prepared, and optimized for leadership engagements
Draft, review, and manage executive-level communications with precision and professionalism
Support internal messaging by coordinating announcements, updates, and company-wide initiatives
Serve as a trusted liaison between executive leadership and internal/external stakeholders, ensuring confidentiality and timely, accurate communication
Plan, prepare, and support executive and leadership meetings with excellence
Coordinate logistics for internal and external meetings, company events, and leadership offsites
Ensure meetings are productive, well-documented, and action items are tracked to completion
Plan, manage & carry out regional events, and leadership offsites
Track high-priority tasks, manage recurring workflows, and support special projects with focus on deadlines and outcomes
Conduct research, gather data, and prepare materials to support executive decision-making
Collaborate with cross-functional teams to drive execution of strategic initiatives
Maintain and improve administrative systems, document management, and executive-level deliverables
Create and refine presentations, reports, and briefing materials with a high standard of quality and accuracy
Qualification
Required
Bachelor's degree preferred; equivalent relevant experience considered
5-8 years in a senior-level executive support role with deep expertise in administrative and operational excellence
Proven success partnering with C-level executives in dynamic, fast-paced environments
Exceptional written and verbal communication abilities with strong attention to detail and tone
Advanced skills in Microsoft Office Suite, Microsoft Teams, and related collaboration tools
Background supporting Board-level communications and assisting with internal communication initiatives
Proven ability to support executives and teams across multiple locations, virtual meetings, and remote event logistics seamlessly
Exceptionally organized with outstanding time management and problem-solving skills
Calm, accurate, and effective when managing multiple priorities in a fast-paced environment
Discreet, professional, and trustworthy—especially when handling sensitive or confidential information
A proven team player who builds trust, works inclusively across functions and levels, and contributes to a culture of partnership and shared accountability
Resourceful, self-motivated, and eager to figure things out
Benefits
Medical, dental, vision for employees (coverage available for dependents for shared premium).
401k retirement plan including Company matching.
Vacation and Sick Compensation (PTO), and Holiday Pay!
Disability income protection including short term and long-term disability.
Employee and dependent life insurance.
Wellness Program.
Employee Assistance Program.
Company
MacDonald-Miller Facility Solutions
MacDonald-Miller Facility Solutions is a full-service, design-build mechanical contractor in the Pacific Northwest.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Rory Olson
Chief Executive Officer
Recent News
2025-11-18
2025-03-11
Business Wire
2024-12-10
Company data provided by crunchbase