Executive Assistant to the CEO

Job Opening: Executive Secretary to the CEO – Flexible Full-Time (Portland, OR)

Company: Independent Protection Services (IPS)
Start Date: As Soon As Possible
Compensation: $18–$22 per hour + commission (based on experience, skillset, and performance)
Location Requirement: Must reside in Portland, Oregon (local applicants only)

About the Role

Independent Protection Services (IPS) is seeking a highly capable and driven Executive Secretary to the CEO to provide direct support in managing operations, client communications, scheduling, and administrative oversight. This is a key leadership-support role that requires consistent availability, exceptional professionalism, and the ability to anticipate needs before they arise.

You will work closely with the CEO to keep daily operations running smoothly, manage time-sensitive priorities, and assist in business development. The position is flexible but demanding, requiring a strong mix of administrative skill, communication ability, and initiative.

Candidates should expect to dedicate 5 to 10 hours per day, with responsibilities that evolve alongside company needs.

Key ResponsibilitiesExecutive Support

• Serve as the primary administrative point of contact for the CEO.
• Manage the CEO’s calendar, schedule appointments, and coordinate internal/external meetings.
• Prepare meeting notes, follow-up lists, and ensure all action items are completed on time.
• Draft emails, reports, proposals, and other business documents on behalf of the CEO.
• Handle sensitive information with discretion, professionalism, and confidentiality.

Client Communication & Business Outreach

• Manage incoming calls, emails, and client communication daily.
• Conduct outbound cold calls and follow-ups to support business development.
• Respond to client inquiries professionally, ensuring timely and accurate communication.
• Assist the CEO in preparing for client presentations, walkthroughs, and operational updates.

Operations & Coordination

• Attend 1–2 in-person meetings per week in the Portland area with or on behalf of the CEO.
• Communicate with contractors and security personnel regarding scheduling and task assignments.
• Track deadlines, vendor needs, and operational priorities, ensuring nothing falls behind.
• Maintain organized digital files, documents, and administrative systems.

Social Media & Public Presence

• Help maintain and grow IPS’s online presence across social platforms.
• Draft posts, coordinate updates, and monitor business messages regularly.
• Assist in brand representation by ensuring all content maintains a professional tone.

Required Qualifications

• Must live in Portland, OR or the surrounding metro area.
• 1–2+ years in an administrative, executive assistant, or secretarial role.
• Strong written and verbal communication skills with a polished phone presence.
• Comfortable with cold calling, scheduling, and representing the CEO.
• Experienced with social media management for business.
• Highly organized, proactive, and able to work independently without constant supervision.
• Reliable transportation for weekly in-person meetings.

Compensation

• $18–$22 per hour plus commission, depending on experience and capability.
• Commission opportunities tied to business development performance.

Start Date

Immediate — position will be filled as soon as the right candidate is identified.

Job Types: Full-time, Part-time, Contract

Pay: $18.00 - $22.00 per hour

Benefits:

• Flexible schedule
• Paid time off
• Professional development assistance
• Referral program

Work Location: Hybrid remote in Portland, OR 97201