Sr. Administrative Assistant, Ann Sacks
Work Mode: Onsite
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.
O ccasional 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.
Skills/Requirements
Experience
Minimum 5 years of relevant and directly related experience required; which may include a combination of administrative support, office management, human resources, project coordination, internal communications, or executive business administration. Preference given to supporting a top executive and/or corporate office setting.
Education
Coursework in Business Administration or a related field is preferred but not required.
Software
High proficiency in Microsoft Office products (Outlook, Word, Excel, and PowerPoint) and creating visuals and decks is required.
Key Skills
The ideal candidate for this role is highly organized, proactive, and enjoys working on a diverse range of tasks. Skills to work independently with effective time management and follow-through is required. Discretion, high level of professionalism, and excellent interpersonal skills (customer service mindset) are required to be successful.
LI-Onsite
LI-KZ1
Applicants must be authorized to work in the US without requiring sponsorship now or in the future.
We believe in supporting you from the moment you join us, which is why Kohler offers day 1 benefits. This means you'll have access to your applicable benefit programs from your first day on the job, with no waiting period. The hourly range for this position is $27.80 - $41.70. The specific hourly rate offered to a candidate may be influenced by a variety of factors including candidate's education and work location.
Why Choose Kohler?
We empower each associate to #BecomeMoreAtKohler with a competitive total rewards package to support your health and wellbeing, access to career growth and development opportunities, a diverse and inclusive workplace, and a strong culture of innovation. With more than 30,000 bold leaders across the globe, we're driving meaningful change in our mission to help people live gracious, healthy, and sustainable lives.
About Us
It is Kohler's policy to recruit, hire, and promote qualified applicants without regard to race, creed, religion, age, sex, sexual orientation, gender identity or expression, marital status, national origin, disability or status as a protected veteran. If, as an individual with a disability, you need reasonable accommodation during the recruitment process, please contact kohlerjobs@kohler.com . Kohler Co. is an equal opportunity/affirmative action employer.
