INTERNAL ONLY: Executive Assistant, Public Affairs presso Port of Portland, OR

About the Department

Internal Posting – For Current Port Employees Only

Join our team as an Executive Assistant and be at the heart of keeping our department running smoothly! We’re looking for a proactive, organized, and adaptable professional who thrives in a fast-paced environment and loves rolling up their sleeves to get things done. In this role, you’ll coordinate meetings and events, arrange travel, draft correspondence, generate reports, manage lobbying and compliance filings, and collaborate across departments - all while you help solve problems and keep operations running efficiently. Your work will make a real impact every day, and you’ll play a key role in supporting the success of our team. 

Position Duties

Administrative & Event Management

• Manage executive and department calendars, meetings, schedules, and events to keep operations running smoothly.
• Coordinate all meeting and event logistics: scheduling, locations, catering, agendas, and materials.
• Take, organize, and distribute meeting notes and follow-up action items.
• Assist in preparing documents and presentations for the Executive Team and Commission meetings.
• Ensure all event and meeting related purchases comply with procurement policies and procedures.

• Complete and maintain reports and metrics to support departmental decision making.
• Maintain department files and ensure accurate record management in compliance with policies.
• Develop and maintain tracking and filing systems, including the department SharePoint drive, for efficient information access.
• Create and manage correspondence and presentations to support internal and external communications.

• Track and monitor the department budget to ensure spending aligns with organizational goals.
• Serve as the main liaison between Finance/Accounting and Public Affairs to streamline financial processes.
• Submit purchase requisitions and manage contracts, business memberships, and subscriptions to support departmental operations.
• Process payments, invoices, and reconcile procurement cards and expense reports accurately and on time.
• Ensure all purchasing activities comply with organizational policies and procedures.

• Manage and arrange local, regional, national, and international travel for executives and managers, including booking flights, lodging, and transportation.
• Prepare detailed itineraries and assist with travel reimbursement requests.
• Resolve travel related issues promptly, including afterhours support as needed.
• Ensure all travel arrangements comply with organizational travel and procurement policies.
• Collaborate with teams to ensure smooth and efficient travel operations.

• Serve as a liaison between executives, stakeholders, and internal support organizations.
• Respond to routine inquiries and provide timely support to the division.
• Collaborate with teams to ensure consistent and effective support of departmental operations.
• Ensure division consistency in processes and procedures and oversee proper file management.
• Document processes and procedures to support business continuity and organizational knowledge.

• Compile and submit lobbying and other compliance reports for local, state, and federal government relations.
• Track and understand compliance deadlines and reporting requirements.
• Complete and submit reports on behalf of executives and team members.
• Maintain documentation and a centralized system for all filings and reports.

Minimum Qualifications

Internal Posting – For Current Port Employees Only

Education and Experience:

• Associate degree in Business, Management, Specialized Support, or related field; OR the equivalent combination of education and/or relevant experience.
• Minimum of five (5) years of executive level support.
• Experience with compliance filings (e.g., lobbying reports) or knowledge of compliance reporting requirements is highly desired.
• Working knowledge of all Microsoft Office applications.
• Proficiency in SharePoint, including experience with site administration, workflow automation, and document management.
• Ability to pass and maintain a Criminal History Records check and Security Threat Assessment required for a PDX Security Badge is required.

Demonstrated Knowledge and Skills:

• Demonstrate commitment to valuing differences among individuals and a passion for being inclusive.
• Focus on safety. improvements, and comply with safety and health policies and procedures.
• Show the utmost respect for others and act as a team player.
• Interpret and follow policies, procedures, and regulations.
• Organize and manage records and documents.
• Track budgets and reconcile accounts.
• Manage contracts and procurement.
• Coordinate projects and events.
• Support change initiatives.
• Communicate effectively and build relationships.
• Draft, format, and proofread documents and reports.
• Manage calendars across multiple platforms.
• Use meeting tools (Teams, Zoom, etc.).
• Resolve issues under pressure.
• Excellent attention to detail.
• Able to manage competing priorities.
• Is proactive and forward-thinking.
• Demonstrates consistent follow-through.

Other Qualifications

Internal Posting – For Current Port Employees Only