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Executive Assistant (Administrative Specialist III)

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Executive Assistant (Administrative Specialist III)

Salary

$85,217.60 - $121,617.60 Annually

Location

1120 SW 5th Ave, OR

Job Type

Regular

Remote Employment

Flexible/Hybrid

Job Number

2025-00695

Bureau

City Operations Service Area

Opening Date

07/21/2025

Closing Date

7/25/2025 11:59 PM Pacific

+ Description

+ Benefits

+ Questions

The Position

The City of Portland is hiring an Executive Assistant to support our Deputy City Administrator and Chief Financial Officer!

About the position

Job Appointment: Full-time, Regular.

Work Schedule: Monday – Friday, 8am-5pm

Work Location: Hybrid. In person work will be performed at the Portland Building: 1120 SW 5th Ave, Portland, OR. Remote work must be performed within Oregon or Washington. For more information, click here (https://www.portland.gov/policies/human-resources-administrative-rules/employee-behavior-expectations/hrar-4045-employee#toc-geographic-work-location) .

Benefits: Please check our benefits tab for an overview of benefit for this position

Language Pay Premium Eligible: This position may be eligible for Language Pay Differential (https://www.portland.gov/bhr/class-comp/language-pay-differential-overview) for qualifying employees.

Union Representation: This position is non-represented.

Application Material: Please click APPLY to submit your application via the City of Portland’s online portal. You will need attach a resume and cover letter.

Position Summary

The Executive Assistant is responsible for providing a full range of general administrative duties and specialized tasks to a Deputy City Administrator (DCA) and Chief Financial Officer (CFO), the staff within their service areas, and coordinates with bureau leadership to support the service area’s programs and projects. Responsibilities are broad in scope, allow for a high degree of administrative discretion, and are evaluated in terms of timeliness and quality.

This position will support the Deputy City Administrator for City Operations and the Chief Financial Officer.

As an Executive Assistant to Deputy City Administrator and Chief Financial Officer, you will:

+ Provide confidential administrative support to the DCA and CFO.

+ Handle time-sensitive and confidential information.

+ Monitor the inbox, draft, and respond to emails on behalf of the DCA and CFO.

+ Draft and edit talking points, presentations, and correspondence.

+ Manage the DCA and CFO’s calendars, schedule meetings, and ensure preparedness.

+ Arrange travel and compile expense reports for DCA, CFO or staff within Service Area.

+ Coordinate signature requests between bureaus and programs within the Service Area and DCA / CFO offices.

+ Coordinate meetings, draft agendas, prepare packets, and troubleshoot technology.

+ Type, edit, and proofread various documents; ensure accuracy and compliance.

+ Review and authorize invoices, handle payments and reconciliations.

+ Prioritize and route incoming correspondence and phone calls.

+ Respond to information requests professionally and promptly.

+ Research and alert the DCA and CFO to potential issues.

+ Refer requests or complaints to appropriate staff.

+ Perform program and project administration assignments, coordinating with leadership and external agencies.

+ Serve on committees and project teams as needed.

+ Perform various Service Area-specific functions.

+ Other duties as assigned.

As a person, you are:

+ Discreet: You practice good judgment in handling sensitive matters and value confidentiality.

+ Emotionally Intelligent: You are empathetic and perceptive and communicate effectively with others, overcoming challenges as they arise.

+ Organized: You have strong organizational skills, strong interpersonal skills, and focus on tactful communication and problem solving. You can work on a multitude of tasks and understand/respond to various situations in a fast-paced, dynamic work environment.

+ Communicator: You can communicate with multiple audiences (e.g. City and external agency staff, community members) using multiple methods (in person, phone, email and virtual platforms).

+ Technically Savvy: You can utilize City-specific technology and general office software, including Outlook, Word, PowerPoint, and Excel, for complex document production and data management.

+ Administrative Support: You are an administrative professional who enthusiastically organizes, tracks, monitors, and provides support for personnel, reporting, and project initiatives.

+ Flexible and Adaptable: You can prioritize competing work demands fluidly and consistently. You can work as a team to accomplish a task and autonomously at times.

+ Detail Oriented: You have an eye for detail and can organize files systematically, typically in a digital format.

+ Collaborative and Solutions Oriented: You value partnership and actively contribute to developing and supporting relationships to accomplish tasks, utilizing strong communication skills to implement effective solutions.

+ Someone who values Diversity, Equity, and Inclusion (DEI): You use DEI Concepts to guide and inform your work.

+ Dedicated: You are motivated and have a passion for serving in this role and fulfilling the duties of an executive assistant.

Have a question?

Contact Information:

Tamela Ressler, Senior Recruiter

Bureau of Human Resources

[email protected] ([email protected])

To Qualify

The following minimum qualifications are required for this position:

+ Experience editing and proofreading communication materials, including emails, reports, and documents intended for various stakeholders.

+ Experience with office administrative and management practices and procedures, 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 taking detailed minutes.

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

+ Experience working with limited supervision and guidance on complex tasks with competing priorities and deadlines to meet service area goals.

Applicants must also possess:

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

Although not required, you may have one or more of the following:

+ Knowledge of human resources policies and labor union contracts.

+ Experience with supervision.

The Recruitment Process

STEP 1: Apply online between July 21, 2025 – July 25, 2025

Required Application Materials:

+ Resume

+ Cover Letter

+ Details are key! The city uses a merit-based system, so your cover letter should be thorough and specifically address each qualification listed in the "To Qualify" section of the job announcement. Your cover letter can exceed one page, to ensure you are able to provide the detailed information for every qualification. Follow the instructions, as a subject matter expert will be evaluating your details to confirm that you meet the minimum requirements.

Optional Application Materials:

+ If you would like to request Veteran's Preference, please submit your Veteran documents (ex, DD214-Member 4, VA Benefit Letter, etc.) by the closing date of the recruitment.

Application Tips:

+ Your cover letter can exceed one page, to ensure you are able to provide the detailed information for every qualification. A subject matter expert will be evaluating your details to confirm that you meet the minimum requirements.

+ Your résumé should support the details described in your cover letter.

+ How We Determine Pay: The City of Portland is covered by the Oregon Equal Pay Act (https://www.oregon.gov/boli/workers/pages/equal-pay.aspx) . Your salary is determined based on the experience listed in your resume that is directly related and equivalent to the position for which you are applying. It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all your relevant experience.

+ Do not attach any additional documents.

+ Please note, all completed applications for this position must be submitted no later than on the closing date and time of this recruitment.

+ You can use AI tools to assist with your job application, but please make sure to personalize your responses to supplemental questions. Avoid copying and pasting. We encourage use AI to generate ideas and then tailor them to reflect your own experiences and skills.

+ All applications must be submitted via the City's online application process.

+ E-mailed and/or faxed applications will not be accepted.

Step 2: Minimum Qualification Evaluation: Week of July 28, 2025

+ An evaluation of each applicant's training, paid and unpaid experience, as demonstrated in their cover letter, and resume, weighted 100%.

+ Your cover letter and résumé will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.

+ You have 14 days from the notice of the minimum qualification evaluation results to let us know if you would like to review and discuss your evaluation result. Please read the City of Portland Administrative Rule 3.01 (https://www.portland.gov/policies/human-resources-administrative-rules/employment/hrar-301-recruitment-processes#toc-examination-review) for complete information.

+ Additional evaluation may be required prior to establishment of the eligible list and/or final selection.

Step 3: Establishment of Eligible List: Friday, August 1st, 2025

+ Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list.

Step 4: Selection (Interview): Week of August 4th, 2025

+ Hiring bureau will review and select candidates for an interview.

Step 5: Offer of Employment: Early-to-Mid August 2025

Step 6: Start Date: TBD

+ A start date will be determined after all conditions of employment have been met.

*Timeline is approximate and subject to change.

Additional Information

Click here (https://www.portland.gov/bhr/career-center/recruitment-policy) for additional information regarding the following:

+ City of Portland Core Values

+ Recruitment Process - Work Status

+ Equal Employment Opportunity

+ Veteran Preference

+ ADA, Pregnancy, and Religious Accommodations

An Equal Opportunity / Affirmative Action Employer

A Career with the City of Portland offers many Employee Benefits

We offer a comprehensive benefits package, including but not limited to

+ Health Care (Medical, Vision and Dental)

+ Carrot Fertility

+ Wellness Benefits

+ Life Insurance

+ Long-term disability coverage to eligible employees and their families.

+ Employee Assistance Plan

+ Flexible Spending Accounts

+ Retirement

+ Oregon Public Employees Retirement System (PERS), including contributions to the PERS IAP plan paid by employer

+ Family Medical Leave

+ City Paid Parental Leave

AND SO MANY MORE!

Benefits may vary depending on bargaining unit and employment status. Click here to review the many different benefits the City of Portland offers (https://www.portland.gov/bhr/benefit-offerings/benefits-quickstart-guide/benefit-plan-summaries-highlight-guides) .

01

Thank you for your interest in joining the team at the City of Portland. We sincerely value your time and hope to make your application experience as positive as possible.

The following supplemental questions are an important step to assist us in determining if you have the minimum qualifications to succeed in the posted vacancy.

Write specific and unique responses to each question. Answering "No", to any of the Yes/No questions or answering an essay question with the following "See resume", or entering "N/A" for any of the minimum qualifications listed in the "To Qualify" section may eliminate you from further consideration.

Note: If you are requesting veterans' preference, please be sure to upload a copy of your DD214 and/or Veteran's administration letter stating your disability. Veteran's preference documentation must be submitted by the closing time of this announcement.

Have you read and understood all the information listed above?

+ Yes

+ No - If you have any questions, please contact the recruiter on the announcement.

02

Where did you first learn about this job opportunity? (If on a website or job board, please specify which one)

03

The City of Portland receives public records requests at times. Please indicate which response you find appropriate: (Answer will not disqualify you from the process)

+ My application was submitted with the understanding that the City of Portland would keep the information confidential and would only disclose the information if ordered to do so. I would not have submitted this application without the promise of confidentiality.

+ You may release my application; I am waiving confidentiality.

Required Question

Employer

City of Portland

Address

1120 SW 5th Ave, Room 987 Portland, Oregon, 97204

Website

http://www.portlandoregon.gov/jobs

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