Administrative Assistant

• Coordinate activities associated with meeting and conference room set-up per stakeholder request
• Respond to customer inquiries
• Schedule meetings and maintain employee records
• Assign work tasks, create schedules, and manage calendars
• Assist with preparation of reports and presentations
• Input inventory into web-based software for operational supplies and equipment
• Manage day-to-day calendaring, work orders, scheduling, and email inbox
• Coordinate daily room configuration requests
• Contact stakeholders with missing or conflicting information
• Provide high-quality service and communication to customers
• Update and maintain room lists, inventory lists, and other data
• Comply with company safety rules, policies, and procedures
• Create and place signage throughout campus property
• Prepare agendas, take meeting notes, and archive proceedings
• Stop at-risk behavior of others and self
• Work with the program manager to identify performance improvement opportunities
• Assist with administrative tasks as needed

Administrative Coordinator

• Communicate daily by phone and email with vendors, homeowners, and Boards
• Proofread, edit, and process correspondence and mailings for multiple Associations
• Obtain bids and create and send work orders
• Assist managers with projects and activities of contract service providers
• Submit reservation requests for Board and homeowner meetings and arrange meeting locations
• Attend Board meetings at least once per quarter and as requested
• Create and maintain detailed reports, inventories, spreadsheets, and reference lists
• Document correspondence in the homeowner database and track time daily

• Provide administrative, technical, clerical, and office management support to EDGE managers in the Office of Information Services
• Ensure clerical and logistical functions of the section operate in an orderly fashion
• Establish and maintain procedures and controls needed to carry out assigned program activities
• Support administrative tasks for multiple levels of management, line staff, and project staff
• Coordinate complex schedules using Microsoft Outlook
• Prepare narrative and statistical reports
• Collect and analyze administrative data
• Collaborate with a team of State of Oregon and Oregon Health Authority employees

Administrative Office Coordinator – Administrative Specialist 2

• Respond to high-volume employer inquiries regarding wage and hour and civil rights laws
• Direct customers to appropriate resources
• Coordinate logistics for Employer Assistance Division trainings, webinars, seminars, and annual conference
• Process publication orders, seminar registrations, invoices, and payments
• Maintain accurate accounting and tracking systems
• Prepare and format publications, handbooks, marketing materials, and training documents
• Manage division inventory, supply ordering, mailing coordination, and publication print orders
• Serve as primary contact for website updates and related operational needs
• Provide administrative support to the manager
• Compile monthly metrics
• Assist with additional program-support tasks
• Assist with onsite seminar setup, including carrying materials and arranging equipment, tables, and chairs

• Manage custodial platforms, specifically Schwab Advisor Center
• Coordinate compliance with external consultants, including ADV filings, annual reviews, and regulatory correspondence
• Manage client service operations, including onboarding, account maintenance, and service requests
• Administer the technology stack, including CRM, portfolio management, and document management systems
• Document processes and create standard operating procedures (SOPs)
• Track internal workflows and projects across Cross Financial and Crete partner firms
• Serve as the operational backbone of a growing RIA platform
• Remove operational friction so advisors and leadership can focus on growth

Financial Office Administrative Assistant

• Lead daily operations for the physician practice
• Supervise, direct, and oversee staff productivity and efficiency
• Follow organizational policies and procedures
• Monitor and maintain operational expenses
• Prepare purchase orders
• Maintain supplies and inventory
• Schedule office staff
• Monitor and approve overtime and ETO
• Approve payroll hours

Office Manager

• Manage core legal workflows, including electronic court filings, service across state and federal portals, and legal research
• Use Lexis, Westlaw, and PACER for legal research and case retrieval
• Prepare discovery and litigation shells
• Format pleadings using firm styles
• Schedule court appearances
• Manage documents using Adobe Acrobat and DocuSign
• Oversee PCard expense reconciliations and judicial form processing
• Ensure job tickets are properly completed before work begins
• Assess job requests and ensure completion throughout the task lifecycle
• Answer phone lines and provide customer service
• Edit and transcribe documents
• Perform data entry for expenses, time, invoices, and other records
• Create reservations and schedule meetings, conference rooms, A/V, hospitality, travel, and concierge services
• Track administrative support work using logs or tracking software
• Communicate job or deadline issues to team members, leads, supervisors, or clients
• Safeguard confidential company and client information
• Meet deadlines for accepting, completing, and delivering work
• Troubleshoot basic equipment problems
• Help develop training plans and process maps
• Deliver training plans to a team of administrators
• Serve as a subject matter expert and resource for junior employees
• Interact with clients in person, by phone, video, or electronically
• Prioritize workflow
• Perform quality assurance on own work and others’ work
• Follow Williams Lea and client-site policies
• Use equipment and supplies cost-efficiently
• Perform other duties as assigned

Senior Administrative Associate – Legal Services

• Manage core legal workflows, including electronic court filings, service across state and federal portals, and legal research using Lexis, Westlaw, and PACER
• Prepare discovery and litigation shells
• Format pleadings using firm styles
• Schedule court appearances
• Manage documents using Adobe Acrobat and DocuSign
• Oversee PCard expense reconciliations and judicial form processing
• Ensure job tickets are properly completed before work begins
• Assess job requests and ensure task completion throughout the lifecycle
• Provide administrative support including answering phone lines, customer service, document editing/transcription, data entry, reservations, and scheduling
• Maintain logs and tracking software for administrative support work
• Communicate job or deadline issues to team members, leads, supervisors, and clients
• Safeguard confidential company and client information
• Meet contracted deadlines for accepting, completing, and delivering work
• Troubleshoot basic equipment problems
• Help develop training plans and process maps
• Deliver training to a team of Administrators
• Serve as a subject matter expert and resource for junior employees
• Interact with clients in person, by phone, video, or electronically
• Prioritize workflow
• Perform quality assurance on own work and others’ work
• Follow Williams Lea and client-site policies
• Use equipment and supplies cost-efficiently
• Perform other duties as assigned

• Process and review incoming injury claims, forms, and correspondence to determine lien eligibility
• Enter, maintain, and update information in department case management and database systems
• Prepare, process, and maintain personal injury lien documents, certified copies, legal correspondence, lien releases, and related records
• Ensure compliance with applicable laws, rules, regulations, and agency policies
• Maintain and organize electronic and paper filing systems, case records, and documentation
• Monitor, reconcile, and report lien recoveries, payments, and other financial activity
• Maintain databases, balance records, and produce monthly performance and reconciliation reports
• Respond to inquiries from clients, attorneys, providers, county offices, and staff
• Explain program processes and direct requests to appropriate resources
• Create new cases, image and index documents, process medical refund information, and maintain case tracking across multiple information systems
• Cross-train in program functions and assist with special projects
• Support assault restitution and class action processes as needed
• Contribute to departmental operations and continuous service delivery

Liens Specialist, Administrative Specialist 1

• Assist the Veterans Trust Officer in carrying out the Director’s obligation as conservator
• Pay routine bills within budgeted guidelines after budgets are established
• Respond to simple requests for funds from and for protected persons
• Work with medical providers, merchants, utility companies, government agencies, and community resources
• Ensure obligations are met and benefits are received
• Promote a positive, equitable, respectful, and inclusive work environment
• Periodically travel to the ODVA Salem office and sites around Oregon as needed

Administrative Assistant jobs in Oregon

Administrative Coordinator