Executive Assistant

Port of Portland, OR

Portland, OR

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JOB DETAILS

SALARY

$68,000–$90,667 Per Year

SKILLS

Accounting, Administrative Skills, Billing, Budget Management, Budgeting, Business Complex, Business Practices, Business Solutions, Calendar Management, Card Processing, Catering Services, Communication Skills, Computer Security, Computer Software, Contract Management, Cross-Functional, Database Administration, Decision Support, Detail Oriented, Document Management, Documentation Format, Driver's License, Editing, Executive Assistant Skills , Executive Recruiting, Expense Reports, Finance, Human Resources, Leadership, Legal, Logistics, Maintain Compliance, Metrics, Microsoft Office, Microsoft SharePoint, Multitasking, Operational Improvement, Operational Strategy, Operational Support, Operations, Operations Management, Organizational Skills, Plan Meetings, Presentation/Verbal Skills, Problem Solving Skills, Process Improvement, Proofreading, Purchase Orders, Purchasing/Procurement, Record Keeping, Reimbursement, Safety Compliance, Safety/Work Safety, Schedule Development, Security Analysis, Security Attacks, Systems Administration/Management, Team Player, Time Management, Travel Planning, Travel Policy, Vendor/Supplier Relations, Writing Skills

LOCATION

Portland, OR

POSTED

Today

Salary : $68,000.00 - $90,667.00 Annually
Location : Port of Portland Headquarters - 7200 NE Airport Way, Portland 97218, OR
Job Type: Full-Time Administrative
Job Number: 02235
Division: Shared Prosperity & Legal
Department: Shared Prosperity Office
Opening Date: 05/29/2026
Closing Date: 6/7/2026 11:59 PM Pacific
FLSA: Non-Exempt

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, supportingthe 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.

Why This Matters: 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.

Essential Job Duties

Executive & Department Support
• 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.

Records, Reporting & Administrative Systems
• 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.

Budgeting, Procurement & Contract Administration
• 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.

Travel Coordination
• 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.

Demonstrated Skills & Abilities
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.

Minimum Qualifications

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
Valid driver's license preferred.

Supplemental and Selection Information
Schedule: We offer a flexible hybrid schedule to support both work-life balance and team collaboration. In-office days are determined by the organization. Remote and/or flexible work may be available on specific days of the week depending on the job and business need. We believe in fostering strong connections while also providing the balance you need to thrive both professionally and personally!

Selection Process: (tentative schedule):

1. Applications will be accepted from May 29 through June7. A minimum qualification evaluation of education, training, and experience for submitted application packets will be conducted by Human Resources the week of: June 8.

2. A Subject Matter Expert (SME) Panel will perform an evaluation of experience and training taken from your employment application materials.

3. Our goal is to schedule virtual first round of interviews with candidates who successfully passed the SME evaluation by June 15th and 16th and Panel Interviews will be held July 1st.
About us:

At the Port of Portland, we use everything we have - our three airports, three working marine terminals, six business parks, and all the resources, expertise, and experience behind them - to move with purpose, connecting people with powerful opportunities and creating value for our region. We know that every person we hire, business we work with, contract we sign and decision we make is a chance to make someone's life better. And we'll use our power and influence to unlock new opportunities and ensure more people share in our region's success. With YOUR help - together with our partners, customers, and community - we'll help drive meaningful change!

Do you have questions about this job?

Contact us: careers@portofportland.com
Safety: The Port promotes safety as a Core value and we seek to eliminate harm through a culture of active prevention, curiosity, evaluation, and action. We comply with safety and health policies and procedures and consistently look for improvements that support operational excellence.

Equal Opportunity Employer: The Port of Portland is dedicated to maintaining and improving a work environment, which extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability or sexual orientation. Employment decisions shall be made in such a manner as to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of nondiscrimination.

Veterans Preference: Under Oregon law, qualified veterans may be eligible for veterans' preference when applying for Port of Portland positions. If you are a veteran and would like to be considered for a veteran's preference for this job, please provide the qualifying documents as instructed during the application process.

Background Checks and Drug Testing: The Port of Portland will conduct background checks and/or drug tests for positions where such tests are required by regulation and for other safety-sensitive positions.

ADA Accommodation: Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the Port can reasonably do so without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources: call 503-415-6690 or email careers@portofportland.com.

Know Your Rights: Workplace Discrimination is Illegal

At the Port of Portland, we strive to offer a holistic and comprehensive benefits package for employees and their families. We care about your health by offering highly-subsidized healthcare plans that include alternative care. We look out for you and for family by paying for life and accidental death & dismemberment (AD&D) insurance, short-term and long-term disability coverage. We participate in the Oregon Public Employees Retirement System (PERS) retirement program. We provide access to additional coverage and benefits including pre-tax spending accounts, voluntary term life insurance, a deferred compensation plan, and critical illness and accident insurance policies.

We go above and beyond by offering an award-winning wellness program for all employees to engage in. Employees can tend to their physical and mental health, earn rewards, and create community. Our employee assistance program supports the Port's commitment to emotional and mental well-being by providing mental health services, discounts on local gyms, and pet insurance for companions.

Our commitment to work-life balance ensures you have time to spend with loved ones and do the things you enjoy. We offer generous vacation time that accrues with length of service, sick leave that never expires and can be used for dependent care, health maintenance and mental health, and 8 weeks of paid parental leave - all in addition to 10 paid holidays. As an added bonus - because we know employees use their time off differently - once a year we give employees the opportunity to convert sick leave to personal leave, and to convert vacation leave to either cash, a retirement plan contribution, or a contribution to a Health Savings Account.

Please note: Some benefits vary by job type/group, so please be sure to review your comprehensive benefit guide and/or collective bargaining agreement upon hire to confirm what is available to you.
01

Do you have at least five (5)+ years of responsible experience in managing administrative activities in a multifunctional executive environment?

02

Please list the business systems, software applications, and computer programs you regularly use to support daily operations, organization, communication, and productivity.
Required Question

About the Company

Port of Portland, OR

Port operations impact the entire Pacific Northwest. But as a regional government agency, its official boundaries include only Clackamas, Multnomah and Washington counties in Oregon. The mission of the Port of Portland is to enhance the region's economy and quality of life by providing efficient cargo and air passenger access to national and global markets, and by promoting industrial development.

COMPANY SIZE

500 to 999 employees

INDUSTRY

Government and Military

WEBSITE

https://www2.portofportland.com/Inside

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