Executive Assistant (Administrative Specialist III) to the DCA of Public Safety

City of Portland•1221 SW 4th Ave, OR

5d•Onsite

About The Position

The City of Portland’s Public Safety Service Area is seeking an Executive Assistant (Administrative Specialist III) to support the Deputy City Administrator’s Office. This role provides comprehensive executive and administrative support to the Deputy City Administrator (DCA), handling general administrative duties and specialized program coordination. The position serves as a central point of coordination for sensitive, confidential, and time-sensitive information. Core work includes managing the DCA’s calendar and competing priorities; coordinating review, signature, approval, and other executive-action workflows; preparing and reviewing correspondence; organizing meetings; and maintaining official files and records. The Executive Assistant also coordinates administrative rule adoption processes for Public Safety Service Area programs and the bureau’s City Council filing process, including eCouncil filings. The position is full-time and regular, with a Monday–Friday schedule from 8:00 AM to 5:00 PM; alternate schedules may be available. Work is conducted in person at Portland City Hall, 1221 SW 4th Ave, Portland, Oregon. The classification is not represented by a union. Starting pay is determined under the Oregon Equal Pay Act based on experience listed in the applicant’s résumé that is directly related and equivalent to the position.

Requirements

Experience managing complex executive-level administrative functions, such as scheduling, travel management, purchasing practices, and procedures.
Experience editing and proofreading communication materials, including emails, reports, and documents.
Experience coordinating meetings, including drafting agendas, arranging logistics, managing virtual and hybrid technology, and capturing detailed minutes.
Experience preparing and maintaining accurate, concise, confidential, and highly sensitive records and information.
Experience working with limited supervision and guidance on complex tasks, proactively managing competing priorities and deadlines to support organizational goals and executive operations.

Responsibilities

Provide high-level executive and administrative support to the Public Safety Service Area DCA.
Manage and coordinate the DCA’s calendar, appointments, meetings, and competing priorities with discretion and professionalism.
Coordinate workflows related to the DCA’s reviews, signatures, approvals, and other executive actions.
Research and respond promptly to inquiries from employees, customers, and residents.
Facilitate communication and information flow among bureau leadership, executive staff, management, employees, and internal and external partners.
Coordinate DCA’s Office and leadership-team meetings, including scheduling, technology preparation, agendas, meeting packets, minutes, and follow-up activities.
Provide administrative coordination and support for eCouncil filings and administrative rule processes.
Assist with preparing, tracking, and monitoring bureau and team budgets.
Coordinate procurement and administrative activities, including supplies, resources, registrations, training, and other business needs.
Develop, document, evaluate, and continuously improve administrative processes and procedures within the DCA’s Office.
Ensure administrative practices align with City policies, bureau requirements, and established standards.
Support compliance with City records-management and records-retention requirements.
Provide responsive administrative support on special projects and emerging priorities as assigned.