Executive Assistant II

Join Our Team at Portland Community CollegePortland Community College is the largest post-secondary institution in Oregon and 19th largest in the nation, serving approximately 80,000 full- and part-time students. With four comprehensive campuses, five workforce training and education centers, and 200 community locations in the Portland metropolitan area, our unique role is to make high-quality education accessible to everyone, creating opportunities for our students and contributing to the economic development of our community.We are hiring an Executive Assistant II who will report directly to the Vice President of Finance & Business Services/Chief Financial Officer at Portland Community College. The Executive Assistant II provides high-level administrative support on complex, confidential matters requiring discretion and independent judgment. This position plays a critical role in executive management by coordinating priorities, preparing decision materials, managing communications, and tracking commitments and follow-through. Primary responsibilities also include supporting the preparation and monitoring of budget reports, gathering and organizing financial information in coordination with Budget and Finance staff, and coordinating with PSEC on departmental hiring and compensation matters. The role encompasses comprehensive executive support, including managing the VP's calendar, meetings, and events with meticulous attention to competing priorities, preparing executive presentations, spreadsheets, reports, and quarterly updates, and overseeing procurement processes and departmental paperwork. Additionally, the Executive Assistant manages day-to-day operations of the VP's office, serves as a liaison by representing the VP's office on committees and in meetings, collaborates with the broader Executive Assistant team across the organization, and coordinates facility-related matters for the department. This role requires a strategic partner who can balance high-level analytical work with comprehensive executive support.What You'll Do and Who We Are Looking ForTypical Duties and Responsibilities:Coordinates strategic initiatives and special assignments by maintaining schedules, obtaining updates from responsible parties, identifying dependencies, monitoring progress against established benchmarks, and bringing delays or decisions requiring attention to the VP.Serves as project manager for specifically assigned projects and facilitates communication between project teams and leadership.Participates in developing and monitoring budgets, grants, and financial reports; prepares contingency fund transfer requests and assesses financial constraints and timelines.Acts as primary communication coordinator, managing information flow to internal staff, external stakeholders, and College leadership through various channels, including memos, emails, correspondence, and financial presentations.Maintains document tracking systems, takes meeting minutes, and coordinates follow-up on action items by recording decisions, responsible parties, deadlines, and unresolved questions. Tracks progress and brings overdue commitments and matters requiring escalation to the VP's attention.Supports the development and monitoring of budgets, grants, and financial reports by gathering, organizing, checking, and presenting information in coordination with Business Services staff; prepares contingency fund transfer requests and assists in identifying financial constraints and timelines.Represents the Vice President to internal and external partners while managing office operations, including communications, budgeting, workflow, and inquiries. Exercises tact and judgment in prioritizing and routing requests, providing responsive communication, and identifying matters requiring the VP's direct attention.Oversees policy management system by tracking policy expiration dates, facilitating review processes, coordinating revisions with subject matter experts, and maintaining comprehensive records of policy changes and approvals.Prepares and maintains schedules, events, and various organizational activities.Delivers complex, comprehensive administrative support, including travel coordination, procurement, technology support, and office form processing.Serves as project manager for facilities requests and organizational needs; conducts research and analytical activities to support departmental projects.Reviews and processes paperwork, including requisitions, grants, applications, travel authorizations, contracts, business expenses, and timesheets.Initiates, coordinates, and revises policy recommendations for Board presentations.Maintains confidential files and records for assigned responsibilities.Performs other related duties and projects as assigned.These qualifications, skills and abilities are critical for success in this position. Throughout the screening process, you will be evaluated based on the demonstration of these success criteria.Executive Support Excellence - Effectively manages the VP's calendar, priorities, and communications with minimal direction; anticipates needs and proactively addresses competing demands; emerging issues reach the VP early.Project Management - Successfully coordinates strategic initiatives from inception to completion, tracking progress, managing stakeholders, and meeting established benchmarks and deadlines.Financial Acumen - Demonstrates proficiency in supporting budget development, monitoring, and analysis; accurately prepares financial reports and presentations for executive leadership and the Board of Directors.Confidentiality and Judgment - Consistently exercises discretion with sensitive information and makes sound independent decisions on complex, confidential matters.Communication and Liaison Skills - Serves as an effective representative of the VP's office, communicating clearly and professionally with internal staff, external stakeholders, Board members, and College leadership, ensuring colleagues and community members experience the office as responsive and professional.Policy and Compliance Management - Maintains comprehensive policy tracking systems, coordinates timely reviews and revisions, and ensures regulatory compliance.Technical Proficiency - Demonstrates mastery of Workday ERP system (or similar ERP), Microsoft Office Suite, and Google Workspace; produces high-quality presentations, reports, and executive-level correspondence.Organizational Excellence - Maintains efficient document management systems, meeting coordination processes, and follow-up tracking that support seamless operations.Collaboration and Relationship Building - Works effectively with diverse stakeholders across the College, including the Executive Assistant team, HR, and various departments.Adaptability and Problem-Solving - Responds effectively to changing priorities, handles interruptions professionally, and develops creative solutions to operational challenges.Minimum Qualifications:Associate's Degree in business administration or related field. Relevant experience may substitute for the degree requirement on a year-for-year basis.Four (4) years of progressively complex executive support and coordination experience.Preferred Qualifications:Certificate or continuing education coursework in project management;Ability to work effectively with team members in various locations.Demonstrated ability to turn complex information into concise, accurate materials.A reliable method for tracking commitments and following up diplomatically.Proficiency with financial software and budget monitoring/analysis.Experience with Workday's core financial functionality (or similar ERP), including budget tracking, expense management, and financial reporting modules;Background supporting HR and recruitment functions, and managing multi-faceted projects.Why You'll Love Working HereThe PCC district encompasses a 1,500-square-mile area in northwest Oregon and offers two-year degrees, one-year certificate programs, short-term training, alternative education, pre-college courses and life-long learning. As part of our College community, you'll enjoy:A collaborative and inspiring campus communityOpportunities for learning and professional developmentPortland Community College embraces equity and inclusion as a priority. We are committed to building a community with a variety of backgrounds, skills, views, and life experiences. The more we value equity and inclusion, the more we will add value to the work we do and how we serve our students, engage with each other, and the Oregon Community that we serve. Creating a culture that honors equity and inclusion is our objective and the smart path forward.Position GradeConfidential HHEmployment TypeFull timeTotal Rewards Package / What We OfferComprehensive benefit package designed to provide employees and their families, including domestic partners, with access to a broad range of benefit options. Includes Health, Dental, and Vision options, Group Life, Long-term Disability, Long-term Care, and Auto and Home Insurance programsOregon PERS contribution - PCC currently fully funds the Oregon Public Employees Retirement System (PERS/OPSRP) pension and contributes an additional 6% into the employee's Individual Account Program under PERS/OPSRPTax deferred annuity program and a deferred compensation program where employees may save additional pre-tax dollars for retirementPCC provides a tuition waiver for you, your spouse/domestic partner, and dependent children under 24 years of age, as well as partial tuition reimbursement for full-time employees at other accredited institutionsFree access to the sport centers / campus gymnasiums, performing arts, and cultural eventsGenerous Paid Leave (Pro-rated by FTE for Part-Time Employees) reference Management and Confidential Employee Handbook1