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Job Description
Administrative Specialist
Department: Aquaculture Div Admin
Employment Type: Full Time
Location: Clackamas
Reporting To: Brynn Prophet
Compensation: $65,000 - $70,000 / year
Description
At Pacific Seafood, we do more than just provide the world with the healthiest proteins on the planet. We are a family-owned, excellence-driven organization committed to being the brand of choice in the marketplace and the employer of choice in the community. We believe in servant leadership, investing in our team members’ personal and professional growth, and rewarding performance. We live by the core values of our Diamond Philosophy: Teamwork, Productivity, Quality, and Excellence—which means consistently doing your best and always striving to do better.
Summary:
Summary:
An Administrative Specialist at Pacific Seafood is a key role on our Aquaculture team, providing administrative support to the Aquaculture leadership team as well as supporting efforts to streamline processes and optimize workflow. This position involves performing basic day-to-day functions in the office such as organizing, filing, providing project assistance, word processing, and data entry and is ideal for someone who is organized, tech proficient, a problem solver, and adept at prioritizing tasks.
Key Responsibilities
1. Leader and Business Operations Support:
- Provide administrative support to senior leadership, including calendar management, meeting coordination, and travel arrangements
- Prepare meeting materials such as agendas, summaries, presentations, and supporting data
- Track action items, deadlines, and cross-functional deliverables to ensure follow-through
- Coordinate communication across departments to support project execution and organizational initiatives
- Manage incoming communications (calls, visitors, correspondence) professionally
- Provide backup coverage for administrative functions as needed
- KPIs: On-time meeting readiness, leadership scheduling effectiveness and efficiency, project timeliness, action item completion rate.
2. Administrative Operations and Process Efficiency:
- Perform core administrative functions (record organization, filing, data entry, document management, mail distribution)
- Create and maintain documents, reports, spreadsheets, and presentations for operational needs
- Ensure consistency in formatting, branding, and version control across documents
- Maintain organized records and data systems for easy retrieval and audit readiness
- Identify inefficiencies in administrative workflows and implement process improvements
- Support internal tracking systems (spreadsheets/tools) for projects, reporting, and activities
- KPIs: Document accuracy, turnaround time, data integrity, response times
3. Financial, Talent, and Program Coordination:
- Prepare, submit, reconcile, and track expense reports and corporate card transactions in compliance with policies
- Maintain organized financial records and resolve discrepancies with stakeholders
- Partner with accounting and leadership to ensure timely approvals, audits, and cost allocation
- Coordinate recruiting logistics, including interview scheduling, candidate communication, and job postings
- Support onboarding and orientation processes for new hires
- Track and report on program metrics (e.g., onboarding progress, training completion)
- Assist with internal communications related to programs, policies, and updates
- KPIs: Expense report accuracy and processing timeliness, scheduling turn around,
Additional responsibilities may be assigned as deemed necessary to support the overall goals and objectives of the position.
What you bring to Pacific Seafood
Required:
- High school diploma or GED
- Minimum of 3-5 years of administrative experience or equivalent combination of education and experience
- Strong working proficiency in Microsoft Office (Excel, Word, PowerPoint, and Outlook), with the ability to create, edit, and maintain professional business documents and reports.
- Valid driver’s license
Preferred:
- Associates degree
- Ability to travel, short local trips for retrieval or delivery purposes
- Proficient in Word, Excel, PowerPoint, and Outlook
Physical Requirements:
The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. While performing the duties of this job, the team member:
The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. While performing the duties of this job, the team member:
- Sedentary work, walking and standing are required only occasionally.
- Reaching. Extending hand(s) and arm(s) in any direction.
- Fingering. Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling.
- Talking. Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
- Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.
- Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
- Repetitive motion. Substantial movements (motions) of the wrists, hands, and/or fingers.
- Occasionally lift and/or move up to 25 pounds.
Working Conditions:
The working environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. While performing the duties of this job, the team member is exposed to:
The working environment characteristics described here are representative of those a team member encounters while performing the essential functions of this job. While performing the duties of this job, the team member is exposed to:
- Office, as well as warehouse environment.
- Moderate noise level in the work environment.
- Plant exposure to wet, cold, and/or humid temperatures.
- Standard office equipment and heavy machinery.
Benefits
Total compensation:
At Pacific Seafood your base wage is only a portion of your overall compensation package. We invest in our Team Members through a comprehensive and attractive total rewards package, including but not limited to:
- Health insurance benefits options, including medical, prescription, vision, dental, basic group life and short term disability.
- Flexible spending accounts for health flex and dependent care expenses
- 401(k) Retirement Plan options with generous annual company profit sharing match
- Paid time off for all regular FT team members, to include sick days, holiday pay, vacation, and personal time
- Employee Assistance Program- Confidential professional counseling, financial, and legal assistance provided at no charge to Team Members and immediate family members
- Product purchase program
Pacific Seafood is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.