Full time - (IN-HOUSE)
Mazama is looking for an experienced Administrative Assistant to support our busy & growing team!
This role is an integral part of the team and is critical to the success of our business. Our ideal new team
member is professional, organized, detail-oriented, solution-focused, can anticipate issues and head them
off before they become problems, is warm, welcoming, confident, works well independently, has a great
sense of humor and gets along well with almost everyone. The Administrative Assistant is responsible for
front desk reception, maintaining the office by ensuring it is always presentable for clients and vendors,
monitoring and ordering supplies, being the office cheerleader and party planner for birthdays,
anniversaries and anything else worth celebrating, helping with new hire onboarding, monitoring and
responding to general office correspondence and supporting the executive team as needed.
To be successful in this role, you must be tech-savvy, flexible, and comfortable with the challenge of a
fast-paced, growing company - this means that your workload and priorities may change with short notice
and you’ll need to pivot with ease. If this sounds like you and you’re ready to jump on the rocketship with
us, we want to hear from you!
Responsibilities (including but not limited to):
Front desk reception: Answer & direct phone calls, greet visitors, read & respond to general
company correspondence, maintain company calendar, check mail daily, receive and forward
packages, and package and send out mail for executives
Office maintenance & decor: Maintain cleanliness and tidiness of public areas and kitchen, water
plants, track and order supplies and kitchen snacks, schedule maintenance when needed and
communicate with janitorial team and property manager
Monitor and maintain equipment logs, maintenance, perform light maintenance and repairs as
Maintain conference room calendars, ensure all equipment is always working, ensure conference
rooms are tidy & furniture is in good condition. Set up for meetings, interviews, etc.
Plan and celebrate employee birthdays, anniversaries and other special moments; plan company
parties; assist with planning for expos and conferences
Assist HR with new hire onboarding, setting up email, system accounts, workstation, etc.
Handle personal requests and run errands for the CEO and CFO as needed, including dog
Support executive team with various administrative, client relations, and research tasks as needed
Support the CFO with various accounting tasks as required, including updating Quickbooks
accounts, following up on late payments/collections, and providing customer billing support
Provide backup support to the Executive Assistant as needed
Assist with other needs for the office as they arise. This can include helping out with our software
quality checks, copy editing, project management, and innovating new ways for us to keep
Qualifications & Experience:
Software and Technical Experience:
Computer, internet, and phone agility required. Comfortable learning new hardware & software
systems and technology. Mac experience preferred
Google Suite and Microsoft Office experience required
Experience with Docusign, Quickbooks, CRM management, and VOIP phone services preferred.
Familiarity with Facebook Business Manager preferred
Ability to handle a multi-line phone system preferred
Education and Experience:
High School degree or equivalent required; AA degree/College degree preferred.
2+ years office/administrative management experience required
Effective organizational, planning, and time-management skills while maintaining the flexibility
required to handle the office’s changing priorities in a fast-moving industry
Advanced troubleshooting, problem-solving, research, and critical thinking skills, as well as the
ability to make decisions quickly and confidently
Efficient but completes work with a high degree of quality; can handle multiple priorities and
Ability to handle confidential information responsibly
Clear and effective verbal and written communication skills
Proactive thinker, solution-oriented
Comfortable communicating with all levels of management and clients
Thinks through tasks for the best way to accomplish them, rather than just taking requests at
Professional phone etiquette, email etiquette, and in-person customer service presentation and
communication skills (New York wardrobe not required; this office is Bend business casual)
Solid math and computational skills (i.e. do basic computations correctly without a calculator)
Exceptional English grammar, punctuation, and spelling skills (grammar aficionados, please
A willingness to ask questions, attempt new projects, and improve/change processes on a frequent
Benefits & Culture:
Medical, dental, and vision healthcare plans
Front-loaded Paid Time Off
Retirement Savings Plan
Flexible scheduling to take advantage of fresh powder mornings, sunny summer afternoons, and everything in between!
Stocked kitchen with snacks and an espresso machine
Collaborative, social, open-architecture environment
Career & professional development - we’re growing quickly and we love to promote from within so there are lots of opportunities to create your career path and expand your skills
Mazama is a full-service enterprise solution firm based in Bend, Oregon. We’re growing rapidly with the
success of a proprietary technology we developed and are expanding our team in almost all departments
to help scale it. We have a lively and supportive office and work environment - really we're just a group of
fun people who enjoy independent and team-oriented hard work, and getting outside.
We encourage you to apply even if you don’t check all the boxes! We’re looking for highly motivated
people who have the internal drive to push projects forward, propose solutions to overcome barriers, and
are a positive influence on the team around them. Bottom line, we enjoy meeting people we would want
to hang out with all day. If you have questions about a job or the qualifications prior to applying, feel free
to reach out to our HR Team.
All qualified applicants will receive consideration for employment at Mazama without discrimination on
the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran
status, disability, or any other factors prohibited by law.