Executive Assistant II

Portland Community College • Portland, OR

5d • $68,016 - $83,318

About The Position

Portland Community College is hiring an Executive Assistant II to provide high-level administrative support to the Vice President of Finance & Business Services/Chief Financial Officer. The role handles complex and confidential matters that require discretion and independent judgment, and supports executive management by coordinating priorities, preparing decision materials, managing communications, and tracking commitments and follow-through.

The position supports budget and financial reporting by gathering and organizing information with Budget and Finance staff, monitoring reports, preparing contingency fund transfer requests, and coordinating with PSEC on departmental hiring and compensation matters. It also provides comprehensive executive support, including managing the VP’s calendar, meetings, and events; preparing presentations, spreadsheets, reports, and quarterly updates; overseeing procurement and departmental paperwork; and coordinating travel and technology support.

The Executive Assistant manages daily operations of the VP’s office, represents the office in meetings and on committees, collaborates with the College’s Executive Assistant team, and coordinates facility-related matters. The role also tracks policy reviews and revisions, supports policy recommendations for Board presentations, maintains confidential records, and coordinates assigned projects and initiatives. Portland Community College currently limits employment to people residing in Oregon or Washington.

Requirements

• Associate’s degree in business administration or a related field, or relevant experience substituted year-for-year for the degree requirement.
• Four years of progressively complex executive support and coordination experience.
• Ability to manage the VP’s calendar, priorities, and communications with minimal direction, anticipate needs, and address competing demands.
• Project coordination skills, including tracking progress, managing stakeholders, and meeting benchmarks and deadlines.
• Ability to support budget development, monitoring, and analysis and accurately prepare financial reports and presentations.
• Discretion and sound independent judgment when handling sensitive information and complex confidential matters.
• Clear, professional communication and liaison skills with internal staff, external stakeholders, Board members, and College leadership.
• Ability to maintain policy tracking systems, coordinate reviews and revisions, and support regulatory compliance.
• Technical proficiency with Workday ERP or a similar ERP, Microsoft Office Suite, and Google Workspace.
• Ability to maintain document management, meeting coordination, and follow-up tracking systems.
• Ability to collaborate with stakeholders across the College, including the Executive Assistant team, HR, and other departments.
• Ability to adapt to changing priorities, handle interruptions professionally, and develop solutions to operational challenges.
• Must reside in Oregon or Washington.

Nice To Haves

• 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 and analysis.
• Experience with Workday’s core financial functionality or a similar ERP, including budget tracking, expense management, and financial reporting modules.
• Background supporting HR and recruitment functions and managing multifaceted projects.

Responsibilities

• Coordinate strategic initiatives and special assignments by maintaining schedules, obtaining updates, identifying dependencies, monitoring progress against benchmarks, and bringing delays or decisions requiring attention to the VP.
• Serve as project manager for assigned projects and facilitate communication between project teams and leadership.
• Participate in developing and monitoring budgets, grants, and financial reports; prepare contingency fund transfer requests and assess financial constraints and timelines.
• Coordinate communications and information flow to internal staff, external stakeholders, and College leadership through memos, email, correspondence, and financial presentations.
• Maintain document-tracking systems, take meeting minutes, and coordinate follow-up on action items, decisions, responsible parties, deadlines, and unresolved questions; escalate overdue commitments and other matters to the VP.
• Gather, organize, check, and present budget, grant, and financial information in coordination with Business Services staff.
• Represent the Vice President to internal and external partners and manage office communications, budgeting, workflow, and inquiries; prioritize and route requests and identify matters requiring the VP’s attention.
• Oversee the policy management system, including tracking expiration dates, facilitating reviews, coordinating revisions with subject matter experts, and maintaining records of policy changes and approvals.
• Prepare and maintain schedules, events, and organizational activities.
• Provide comprehensive administrative support, including travel coordination, procurement, technology support, and office form processing.
• Manage facilities requests and organizational needs as a project manager and conduct research and analysis to support departmental projects.
• Review and process requisitions, grants, applications, travel authorizations, contracts, business expenses, and timesheets.
• Initiate, coordinate, and revise policy recommendations for Board presentations.
• Maintain confidential files and records for assigned responsibilities.
• Perform other related duties and projects as assigned.

Benefits

• Comprehensive benefits package with health, dental, and vision options; group life; long-term disability; long-term care; and auto and home insurance programs.
• PCC fully funds the Oregon Public Employees Retirement System (PERS/OPSRP) pension and contributes an additional 6% to the employee’s Individual Account Program under PERS/OPSRP.
• Tax-deferred annuity and deferred compensation programs for additional pre-tax retirement savings.
• Tuition waiver for the employee, spouse or domestic partner, and dependent children under 24; partial tuition reimbursement for full-time employees at other accredited institutions.
• Free access to sport centers and campus gymnasiums, performing arts, and cultural events.
• Generous paid leave, including 14.67 hours of vacation leave per month, one day of sick leave per month, 12 paid holidays, PCC Winter Break when the College is closed, and 24 hours of personal leave per year.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: Associate degree