Executive Assistant

Port of Portland•Portland 97218, OR

1d•Hybrid

About The Position

The Port of Portland is hiring an 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. As Executive Assistant, you will serve as an operational anchor for the Shared Prosperity and Legal division, managing complex scheduling, supporting cross-functional communication, and coordinating the day-to-day processes that keep the team running smoothly. Success in this role requires sound judgment, high emotional intelligence, adaptability, and the ability to navigate a complex organization with professionalism and efficiency. You’ll work closely with thoughtful, mission-driven colleagues across Legal, Human Resources, Contracts & Procurement, Culture, & Strategy. In this role, your work helps leaders and teams stay organized, connected, and focused on the Port’s strategic priorities. Your ability to anticipate needs, coordinate across departments, and manage important operational details supports effective decision-making and helps the Shared Prosperity and Legal division move meaningful work forward every day.

Requirements

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 the 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
Senior – 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.

Nice To Haves

Valid driver’s license preferred.

Responsibilities

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.
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.
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.
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.