Executive Assistant

The Port of Portland is hiring an Executive Assistant

The Shared Prosperity and Legal division at the Port of Portland is seeking a highly organized and proactive professional to serve as a trusted partner to executive leadership. This is an opportunity to work at the center of a collaborative division, supporting the people and priorities that help advance the Ports mission.

As Executive Assistant , you will serve as an operational anchor for the Shared Prosperity and Legal division, managing complex scheduling, supporting cross-functional communication, and coordinating the day-to-day processes that keep the team running smoothly. Success in this role requires sound judgment, high emotional intelligence, adaptability, and the ability to navigate a complex organization with professionalism and efficiency. Youll work closely with thoughtful, mission-driven colleagues across Legal, Human Resources, Contracts & Procurement, Culture, & Strategy.

Why This Matters: In this role, your work helps leaders and teams stay organized, connected, and focused on the Ports strategic priorities. Your ability to anticipate needs, coordinate across departments, and manage important operational details supports effective decision-making and helps the Shared Prosperity and Legal division move meaningful work forward every day.

Executive & Department Support
Provide administrative support to the Executive and Shared Prosperity & Legal (SPL) department.
Manage complex calendars, meetings, schedules, deadlines, and department events.
Coordinate meeting and presentation logistics, including scheduling, agendas, materials, catering, and follow-up items.
Prepare and coordinate Executive Team documents, presentations, and meeting materials with internal stakeholders.
Serve as a liaison between the Executive, department staff, and internal and external partners.
Support day-to-day departmental operations and respond to routine inquiries.
Plan and coordinate meetings, trainings, and events, including day-of support and resolution of logistical issues as needed.
Ensure compliance with procurement and purchasing procedures for meeting- and event-related expenses.

Records, Reporting & Administrative Systems
Maintain department records, filing systems, reports, tracking tools, and SharePoint sites.
Prepare and maintain reports, metrics, presentations, and correspondence.
Support efficient administrative workflows and document management practices.

Budgeting, Procurement & Contract Administration
Track and reconcile budgets, procurement card transactions, invoices, and expense reports.
Coordinate purchasing activities and requisitions in compliance with procurement policies.
Manage department contracts, memberships, subscriptions, and vendor relationships.
Collaborate with Finance and Accounting on budget and purchasing processes.

Travel Coordination
Coordinate executive and departmental travel arrangements, itineraries, and related logistics.
Support travel reimbursements and ensure compliance with travel and procurement policies.
Resolve travel-related issues as needed.

Demonstrated Skills & Abilities
Senior Communication skills, both written and verbal, including strong proofreading, editing, and document formatting accuracy.
Senior proficiency with business systems and computer applications, including Microsoft Office Suite, SharePoint, Teams, Zoom, and related digital productivity tools.
Senior Experience navigating and managing multiple business systems, databases, and administrative platforms to support daily operations and reporting.
Senior Strong attention to detail, organization, and ability to manage multiple priorities and deadlines.

• Associates degree in business practices, management, specialized support or related field.
• Five (5)+ years of progressively responsible experience in managing administrative activities for a multifunctional executive work group or the equivalent combination of education and/or relevant experience.
• Successful clearance of a comprehensive Criminal History Records Check and Security Threat Assessment to obtain and maintain a PDX Security Badge
• Valid drivers license preferred.

Schedule: We offer a flexible hybrid schedule to support both work-life balance and team collaboration. In-office days are determined by the organization. Remote and/or flexible work may be available on specific days of the week depending on the job and business need. We believe in fostering strong connections while also providing the balance you need to thrive both professionally and personally!

Selection Process: (tentative schedule):

1. Applications will be accepted from May 29 through June7 . A minimum qualification evaluation of education, training, and experience for submitted application packets will be conducted by Human Resources the week of: June 8.

2. A Subject Matter Expert (SME) Panel will perform an evaluation of experience and training taken from your employment application materials.

3. Our goal is to schedule virtual first round of interviews with candidates who successfully passed the SME evaluation by June 15 th and 16 th and Panel Interviews will be held July 1 st .