Executive Assistant

Position

The Port of Portland is hiring an Executive Assistant in the Shared Prosperity and Legal division. This role serves as an operational anchor, supporting executive leadership and coordinating day‑to‑day processes that keep the team running smoothly.

Essential Job Duties

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

• Communication skills, both written and verbal, including strong proofreading, editing, and document formatting accuracy.
• Proficiency with Microsoft Office Suite, SharePoint, Teams, Zoom, and related digital productivity tools.
• Experience navigating and managing multiple business systems, databases, and administrative platforms.
• Strong attention to detail, organization, and ability to manage multiple priorities and deadlines.

Minimum Qualifications

• Associate’s 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 driver’s license preferred.

Schedule

We offer a flexible hybrid schedule to support 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.

Safety

The Port promotes safety as a core value and seeks to eliminate harm through a culture of active prevention, curiosity, evaluation, and action.

Equal Opportunity Employer

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.

Veterans Preference

Under Oregon law, qualified veterans may be eligible for veterans’ preference when applying for Port of Portland positions.

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.

ADA Accommodation

Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process.

Know Your Rights

Workplace discrimination is illegal. For more information, visit