Executive Assistant

The Port of Portland is Hiring for an

Executive Assistant!

Would you like to be a key player in a successful executive office that provides direction to a vital and local organization? Are you passionate about applying your top-notch executive support skills in an organization that strives to benefit the region? If so, we have the perfect opportunity for you at the Port of Portland!

Your Role: We are seeking an individual to provide direct executive-level support and coordination for the Chief Financial Officer (CFO) and the Directors for the Division of Finance, Technology and Analytics (FTA). On behalf of the CFO, the position acts as facilitator/coordinator for various interactions and meetings of Port Commissioners, Port Executives, Senior Port staff and FTA staff and anticipates and addresses CFO needs through proactive planning and coordination. If you're ready to embark on a journey of professional growth while supporting an executive level team at the Port of Portland, apply now! Elevate your career with us!

We offer a flexible hybrid schedule that combines work-life balance with team collaboration. You'll be in the office Tuesday through Thursday to engage with colleagues and support our business lines, with the flexibility to work from home on Mondays and Fridays.

• Assist the CFO with daily administrative duties and complete a broad variety of administrative tasks that include: managing an active calendar of appointments; composing and preparing correspondence; compiling documents for meetings; preparing requisitions; receipting invoices; and performing limited contract administration.
• Act as a record coordinator.
• Arrange complex and detailed travel plans, conferences, itineraries, and agendas.
• Communicate with the FTA Directors and staff on the CFO's behalf and coordinate meetings and strategic activities with the FTA Directors and other FTA staff.
• Administratively support FTA directors (recruiting support, documents formatting, filing and other administrative tasks), draft emails, and other correspondence as directed.
• Collaboration, partnership, and facilitation with other Executive Administrative staff and/or other Port Administrative staff on a regular basis for monthly report input for Commission meetings, Task Force, Executive Team meetings, and other division and departmental meetings.
• Monthly Procurement Card reconciliation for CFO and FTA directors.

Education and Experience

• Associate degree in general studies, business administration, office management or related field is required.
• Minimum five years of executive level support OR;
• Any combination of education and experience that demonstrates the ability to perform the job duties.
  
  

Demonstrated Skills & Abilities

• Intermediate knowledge of contract execution process and procedures.
• Advanced knowledge of business practices, time management and organizational skills.
• Advanced knowledge of administrative functions in a professional business setting.
• Advanced ability to express ideas clearly in written and oral communication.
• Advanced skills to organize workload and prioritize tasks to meeting changing priorities and deadlines.
• Advanced level of maintaining archive records and project files.
• Advanced ability to balance priorities and time management with a heavy workload, distinguishing between urgent and important assignments.
• Ability to handle sensitive information with the utmost professionalism.

Compensation

Our organization adheres to established salary ranges for each position to ensure equitable pay practices. However, final offers are determined based on various factors, including the candidate's experience, qualifications, and considerations of internal pay equity.

SELECTION PROCESS (tentative schedule):

1. A minimum qualification evaluation of education, training, and experience of submitted application packets will take place by Human Resources the week of February 10, 2025.
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 as soon as possible.

About us:

At the Port of Portland, we use everything we have - our three airports, four marine terminals, five business parks, and all the resources, expertise, and experience behind them - to move with purpose, connecting people with powerful opportunities and creating value for our region. We know that every person we hire, business we work with, contract we sign and decision we make is a chance to make someone's life better. And we'll use our power and influence to pull down barriers, unlock new opportunities, ensure more people share in our region's success and include those who have been excluded in the past. With YOUR help - together with our partners, customers, and community - we'll help drive meaningful change!

Do you have questions about this job?

Contact us: careers@portofportland.com

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: call 503-415-6690 or email careers@portofportland.com.