Executive Assistant

The Shared Prosperity and Legal division at the Port of Portland is seeking a highly organized and proactive professional to serve as a trusted partner to executive leadership. This is an opportunity to work at the center of a collaborative division, supporting the people and priorities that help advance the Port’s mission. 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 Senior‑level communication skills, both written and verbal, including strong proofreading, editing, and document formatting accuracy. Senior proficiency with business systems and computer applications, including Microsoft Office Suite, SharePoint, Teams, Zoom, and related digital productivity tools. Senior experience navigating and managing multiple business systems, databases, and administrative platforms to support daily operations and reporting. Senior strong attention to detail, organization, and ability to manage multiple priorities and deadlines. 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 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 & Benefits 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. Why This Matters Your work helps leaders and teams stay organized, connected, and focused on the Port’s strategic priorities. Anticipating needs, coordinating across departments, and managing operational details support effective decision‑making and enable the Shared Prosperity & Legal division to advance meaningful work. #J-18808-Ljbffr Port-of-Portland