Executive Assistant

Executive Assistant

The Executive Assistant provides high-level, proactive support across multiple departments and the Port's senior leadership by managing complex schedules, coordinating communications, and ensuring smooth daily operations. This role serves as a trusted partner who anticipates needs, streamlines workflows and maintains exceptional professionalism in all interactions. Strong judgement, discretion and organizational excellence are essential to succeeding in this detail-oriented role.

The following essential functions are intended to illustrate the core responsibilities of the position and are not meant to serve as a complete or definitive list of all possible tasks:

• Provide high-level administrative support including calendar management, meeting coordination, preparing agendas and minutes, assistance with correspondence and presentation preparation
• Coordinate priorities and maintain effective day-to-day office operations for the assigned departments
• Maintain departmental documents, reports, spreadsheets and presentations
• Monitor deadlines, track progress on initiatives and support project coordination
• Assist with office operations, workflow, optimization and administrative processes
• Handle sensitive, confidential, and public record information with discretion and in accordance with applicable policies, procedures, and legal requirements
• Coordinate travel including preparing travel authorizations for signatures, tracking travel arrangements, expenses and approvals, prepare expense reports and travel reconciliation documentation for reimbursement
• Organize and maintain paper and digital department records
• Assist with purchasing office supplies, conference registrations, travel/hotels and memberships
• Assist with vendor communication, purchase requisitions, contract routing, and processing of invoices, pay apps and change orders
• Help assemble permit applications, monitor submission timelines and organize communications
• Assist procurement staff, department managers and staff on project manuals and contract documents for solicitation and applicable public works requirements
• Provide backup administrative coverage, collaborate across departments, and perform other general clerical support as needed
• Assist with development and implementation of various department software, policies, and procedures
• Comply with all company, health, safety, and environmental regulations by recognizing hazards and using appropriate equipment and procedures
• Adhere to all company policies, procedures, employee handbook guidelines, and the provisions outlined in the respective Collective Bargaining Agreements (CBA), ensuring consistency, fairness, and compliance in daily operations
• Participate in Port events to support organizational engagement and culture
• Perform other duties and projects as assigned to support operational needs

Knowledge, Skills, & Abilities (KSAs):

• Demonstrate expertise specific to their profession and maintain appropriate licensing/certification
• Possess intermediate level personal computer skills
• Display the diplomacy necessary to address sensitive issues or complaints—both public and private
• Possess effective conflict resolution and personal negotiation skills
• Exhibit high ethical standards in the execution of position responsibilities
• Cultivate and contribute to a dynamic, team-oriented work environment by being responsive, timely, respectful and knowledgeable
• Communicate effectively in English, including the ability to read, write, analyze and interpret complex documents and other written material
• Have the ability to obtain a Transportation Worker Identification Credential (TWIC)
• Possess a valid driver's license, and maintain insurability under the Port's auto insurance plan

Specialized Knowledge, Skills and Abilities:

• Knowledge of office practices, administrative procedures, records management, document control and executive level customer service
• Knowledge of basic invoice-processing, budgeting and project tracking practices
• Knowledge of confidentiality, records retention, and public record requirements

Required Work Experience and Education:

• Three (3) years of progressively responsible administrative, office or program support experience involving records management, documentation preparation, scheduling, customer service, and coordination of multiple priorities

Preferred Work Experience and Education:

• Associates degree in Public Administration, Business Administration, Finance or related field
• Notary Public experience, including document witnessing and authentication

Physical Requirements:

• Able to remain in a stationary position for extended periods
• Able to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Able to operate office equipment such as computers, printers, and telephones
• Able to occasionally lift or carry items (e.g., files, office supplies) typically up to 10–20 lbs