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City of Portland · 5 hours ago

Public Works Deputy City Adnimistrator Executive Assistant (Admin. Spec. III) - Open until Fiilled

Portland, OR

Full-time

Onsite

Mid Level

The City of Portland is seeking experienced, highly skilled, and proactive Executive Assistants to support our Public Works Deputy City Administrator. This role involves providing a full range of administrative and operational services, managing sensitive communications, and supporting high-impact projects and programs.

GovernmentTransportationWater

Responsibilities

Provide confidential administrative support to the DCA

Handle time-sensitive and confidential information with discretion

Monitor inboxes, draft and respond to emails on behalf of the DCA

Draft and edit talking points, presentations, and correspondence

Manage calendars, schedule meetings, and ensure executive preparedness

Arrange travel and process expense reports

Coordinate meetings, prepare agendas and materials, and manage technology needs

Facilitate signature requests and inter-bureau communications

Edit and proofread documents for accuracy and compliance

Review and authorize invoices, manage payments, and reconcile expenses

Prioritize and route correspondence and calls professionally

Research and flag potential issues for executive attention

Refer inquiries or complaints to appropriate staff

Support program and project administration in collaboration with internal and external stakeholders

Serve on committees and project teams as needed

Perform service area–specific functions and other duties as assigned

Qualification

Executive-level administrative supportProofreadingMeeting coordinationMicrosoft Office proficiencyConfidential information managementCommunication skillsOrganizational skillsProblem-solving skillsCollaboration skillsAdaptability

Required

Experience editing and proofreading communication materials, including emails, reports, and documents intended for various stakeholder levels

Experience managing complex executive-level administrative functions, such as scheduling, budgeting, travel management, purchasing practices and procedures

Experience coordinating meetings, such as drafting agendas, arranging logistics, managing virtual and hybrid technology, and capturing detailed minutes

Experience preparing and maintaining accurate, concise, confidential and highly sensitive records and information

Experience working with limited supervision and guidance on complex tasks, proactively managing competing priorities and deadlines to support organizational goals and executive operations

A current/valid state driver's license. Applicants must meet City 'good driver' requirements or use public transit