Executive Assistant (Admin Specialist III) for The Office of the City Administrator

DescriptionCity of PortlandExecutive Assistant (Administrative Specialist III) for The Office of the City AdministratorSALARY$85,217.60 - $121,617.60 AnnuallyLOCATION1221 SW 4th Ave, ORJOB TYPERegularJOB NUMBER2026-EXECBUREAUOffice of the City AdministratorOPENING DATE03/16/2026CLOSING DATE3/30/2026 11:59 PM PacificThe PositionJob Appointment: Full time, RegularWork Schedule: Monday - Friday, 8am-5pm, potential for additional after-hours as needWork Location: In person work will be performed at Portland City Hall: 1221 SW 4th Ave. Portland, OR and additional off-site staffing locations as neededBenefit: Please check our benefit tab for an overview of benefit for this positionLanguage Pay Premium Eligible: This position is or may be eligible for Language Pay Differential for qualifying employeesApplication Material: Please click APPLY to submit your application via the City of Portland's online portal. You will need to attach a resume and cover letter. Note: Do not include your age, date of birth, or the dates you attended or graduated from school. Only provide this information if it is specifically requested to meet job requirements or to follow federal, state, or local laws or rules. Update application materials if needed.Position SummaryThe Executive Assistant is responsible for providing a full range of general administrative duties and specialized tasks to City of Portland's City Administrator. Responsibilities are broad in scope, allow for a high degree of administrative discretion, and are evaluated in terms of timeliness and quality.As an Executive Assistant to the City Administrator, you will:Provide confidential administrative support to the City Administrator.Handle time-sensitive and confidential information.Monitor the inbox, draft, and respond to emails on behalf of the City Administrator, including Citywide communications.Draft and edit talking points, presentations, and correspondence.Manage the City Administrator's calendars, schedule meetings, and ensure preparedness.Arrange travel and compile expense reports for the City Administrator.Coordinate signature requests between city bureaus, programs and external entities.Coordinate meetings, draft agendas, prepare packets, and troubleshoot technology.Type, edit, proofread, print and distribute various documents; ensure accuracy and compliance.Review and authorize invoices, handle payments and reconciliations.Prioritize and route incoming correspondence and phone calls.Respond to information requests professionally and promptly.Research and alert the City Administrator to potential issues.Refer requests or complaints to appropriate staff.Perform program and project administration assignments, coordinating with leadership and external agencies.Serve on committees and project teams as needed.Prepare and post the City Administrator's calendar reporting requirement on a quarterly basis.Assist and staff the City Administrator at meetings, as needed.As a person, you are:Experienced and Proactive: You bring a strong background in executive-level support and take initiative to anticipate needs, solve problems, and keep operations running smoothly.Discreet: You practice good judgment in handling time-sensitive matters and value confidentiality.Emotionally Intelligent: You are empathetic and perceptive and communicate effectively with others, overcoming challenges as they arise.Organized: You have strong organizational skills, strong interpersonal skills, and focus on tactful communication and problem solving. You can work on a multitude of tasks and understand/respond to various situations in a fast-paced, dynamic work environment.Communicative: You can effectively communicate with multiple audiences (e.g. City and external agency staff, community members) using multiple methods (in person, phone, email and virtual platforms).Technically Savvy: You can utilize City-specific technology and general office software, including Outlook, Word, PowerPoint, and Excel, for complex document production and data management.Administrative Support: You are an administrative professional who enthusiastically organizes, tracks, monitors, and provides support for personnel, reporting, and project initiatives.Flexible and Adaptable: You can prioritize competing work demands fluidly and consistently. You can work as a team to accomplish a task and autonomously at times.Detail Oriented: You have an eye for detail and can organize files systematically, typically in a digital format.Collaborative and Solutions Oriented: You value partnership and actively contribute to developing and supporting relationships to accomplish tasks, utilizing strong communication skills to implement effective solutions.Someone who values Diversity, Equity, and Inclusion (DEI): You use DEI concepts to guide and inform your work.Dedicated: You are motivated and have a passion for serving in this role and fulfilling the duties of an executive assistant.Have a question?Contact Information:Jamaal Anthony, Recruitment SupervisorBureau of Human ResourcesJamaal.Anthony@portlandoregon.govTo QualifyThe following minimum qualifications are required for this position:Experience editing and proofreading communication materials, including emails, reports, and documents intended for various stakeholders.Experience with managing complex executive-level administrative functions, such as scheduling, budgeting, travel management, purchasing practices and procedures.Experience coordinating meetings, such as drafting agendas, arranging logistics, managing virtual and hybrid technology, and taking detailed minutes.Experience preparing accurate, concise, and confidential records and maintaining highly sensitive and confidential information.Experience working with limited supervision and guidance on complex tasks with competing priorities and deadlines to meet executive-level goals.Listing TypeJobsCategoriesExecutivePosition TypeFull TimeExperience LevelSenior LevelEmployer TypeDirect EmployerSalary Min85217.60Salary Max121617.60Salary Type/yr.