Executive Assistant II

Portland Community College•Sylvania, OH

About The Position

Portland Community College is hiring an Executive Assistant II to report directly to the Vice President of Finance & Business Services/Chief Financial Officer. The position provides high-level administrative support on complex and confidential matters that require discretion and independent judgment. It coordinates executive priorities, prepares decision materials, manages communications, and tracks commitments and follow-through. The role also supports budget reporting and financial information gathering in coordination with Budget and Finance staff, and coordinates with PSEC on departmental hiring and compensation matters. The Executive Assistant manages the VP’s calendar, meetings, and events; prepares presentations, spreadsheets, reports, and quarterly updates; oversees procurement and departmental paperwork; and manages the day-to-day operations of the VP’s office. The position represents the office on committees and in meetings, collaborates with the College’s Executive Assistant team, and coordinates departmental facility matters. It balances analytical work with comprehensive executive support and serves as a liaison to internal and external partners. Portland Community College is the largest post-secondary institution in Oregon and the 19th largest in the nation, serving approximately 80,000 full- and part-time students. The College has four comprehensive campuses, five workforce training and education centers, and 200 community locations in the Portland metropolitan area. PCC currently limits employment to individuals residing in Oregon or Washington; employment offers are contingent upon establishing residence in one of those states.

Requirements

Associate’s degree in business administration or a related field, or relevant experience substituting for the degree requirement on a year-for-year basis.
Four years of progressively complex executive support and coordination experience.
Ability to manage executive priorities, calendars, and communications with minimal direction and anticipate needs.
Ability to coordinate projects, track progress, manage stakeholders, and meet benchmarks and deadlines.
Ability to support budget development, monitoring, and analysis and prepare accurate financial reports and presentations.
Discretion and sound independent judgment when handling sensitive and 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.
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 processes.
Ability to collaborate with diverse stakeholders across the College, including the Executive Assistant team, HR, and other departments.
Adaptability in responding to changing priorities and interruptions, and ability to develop solutions to operational challenges.
Must establish residence in Oregon or Washington; PCC currently limits employment to residents of those states.

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.
Gather, organize, check, and present budget and financial information in coordination with Business Services staff.
Manage communications and information flow among internal staff, external stakeholders, and College leadership through memos, email, correspondence, and financial presentations.
Maintain document tracking systems, take meeting minutes, record decisions and action items, and coordinate follow-up with responsible parties and deadlines.
Track commitments and escalate overdue items or matters requiring the VP’s attention.
Represent the Vice President to internal and external partners and manage office communications, budgeting, workflow, and inquiries.
Prioritize and route requests with tact and judgment, provide responsive communication, and identify matters requiring the VP’s direct attention.
Oversee the policy management system, track expiration dates, facilitate reviews, coordinate revisions with subject matter experts, and maintain 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 project manager; 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, including health, dental, and vision options; group life; long-term disability; long-term care; and auto and home insurance programs.
PCC currently 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 age 24.
Partial tuition reimbursement for full-time employees attending other accredited institutions.
Free access to sport centers and campus gymnasiums, performing arts, and cultural events.
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.
24 hours of personal leave per year.
Learning and professional development opportunities.
Collaborative and inspiring campus community.