Executive Assistant To Chief Public Affairs Officer

At the Port of Portland, we offer a competitive benefits package, including retirement through the State of Oregon Public Employees Retirement System (PERS), and a collaborative and diverse work environment. In this position, you'll have the opportunity to work a hybrid schedule working partially remote and in our award-winning LEED Platinum headquarters building at the Portland International Airport.

• Proactively manage calendars, meetings, schedules, and events for executive officer and department - including negotiating meeting times, securing locations, and catering.
  • Prepare meeting agendas and materials, communicating with participants, supporting same-day logistics, and taking and sharing notes.
  • Collaborate with others to ensure meetings and events are coordinated and supported.
  • Work with Public Affairs staff and the Executive department to assist with planning and preparation of documents and presentations for the Executive Team and Commission meetings.
  • Ensure compliance with all procurement policies, regulations, and procedures when making event and meeting related purchases.
• Complete and maintain reports and metrics.
  • Maintain department files and ensure records are appropriately managed.
  • Develop and maintain tracking and file systems, correspondence, and presentations.
• Track and monitor department budget.
  • Submit purchase requisitions. manage contracts for department, pay requisitions, and invoices.
  • Reconcile purchasing cards and expense reports and ensure compliance with purchasing policies and procedures.
• Manage and arrange local, regional, national, and international travel including purchasing tickets and securing lodging, preparing itineraries, and resolving issues as they arise, including issues after regular business hours.
  • Ensure compliance with all relevant travel and procurement policies and procedures.
• Serve as a liaison between executive and stakeholders and between department and support organizations.
  • Collaborate with others to ensure support of the division.
  • Document processes and procedures for business continuity.
• Compile and submit lobbying and other compliance reports for government relations team members at the local, state, and federal levels.
  • Understand compliance deadlines and reporting requirements; fill out and submit reports for executive and team members; document filings and maintain a document management system for reports.

Education and Experience:

• Associate degree in business practices, specialized support, or related field.
• Minimum of five (5) years of executive level support OR
• The equivalent combination of education and/or relevant experience.
• Working knowledge of all Microsoft Office applications.
• Advanced knowledge of:
  • Business practices and time management skills.
  • Broad based, career-level administrative support in a business setting.

Demonstrated skills:

• Express ideas clearly in written and oral communication with tact and diplomacy.
• Organize workload and prioritize tasks to meet changing priorities and deadlines.
• Ability to format and produce correspondence and documents by proofreading and editing for spelling, punctuation, and grammar.
• Demonstrates initiative and is customer service focused.
• Ability to make decisions in the absence of specific direction.
• Promotes safety as a guiding principle and a regular practice in accomplishing work; focuses on safety improvements and complies with safety and health policies and procedures.
• Proven team player that shows the utmost respect for others.

Ability to:

• Work effectively and harmoniously in collaboration with diverse peers, team members and external stakeholders, including government officials, community-based organizations and business leaders.
• Demonstrate commitment to valuing differences among individuals and passion for being inclusive.
• Learn and apply a broad knowledge of administrative procedures and office operations.
• Implement successful time management skills.
• Make sound decisions under pressure and tight deadlines.
• Maintain confidentiality at all times.
• Perform basic math functions and data entry for budget purposes.
• Obtain and maintain PDX security clearance.

SELECTION PROCESS:
1. A minimum qualification evaluation of education, training and experience of submitted application packets will take place by Human Resources the week of December 18, 2023.
2. A Subject Matter Expert (SME) Panel will perform an evaluation of experience and training taken from your employment application materials including any responses to the supplemental questionnaire.
3. Our goal is to schedule oral panel interviews with candidates that successfully passed the SME evaluation step approximately the week of January 1, 2024 with second round panel interviews approximately the week of January 15, 2024.

• Safety: The Port promotes safety as a guiding principle and practice in accomplishing work by complying with safety and health policies and procedures and consistently seeking improvements that support operational excellence.
• Diversity and Inclusion: At the Port, we don't just accept difference; we value and support it to create a culture of inclusiveness and fun. We are proud to be an Equal Opportunity Employer.
• EEO/Affirmative Action Policy Statement: The Port of Portland is dedicated to maintaining and improving a work environment, which extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability or sexual orientation. Employment decisions shall be made in such a manner as to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of nondiscrimination and affirmative action.
• Veterans Preference: Under Oregon law, qualified veterans may be eligible for veterans preference when applying for Port of Portland positions. If you are a veteran and would like to be considered for a veterans preference for this job, please provide the qualifying documents as instructed during the application process.
• Background Checks and Drug Testing: The Port of Portland will conduct background checks and/or drug tests for positions where such tests are required by regulation and for other safety-sensitive positions.
• ADA Accommodation: Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the Port can reasonably do so without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources at 503.415.6000

Employment Type: Full-Time Administrative