Executive Assistant II

PCC Portland Community College; United States; In loco; USD 68.000 - 83.000; Tempo pieno

Vantaggi offerti da questo lavoro

Health, dental & vision insurance

Group life & long-term disability

Tuition waiver for self/spouse/depend‑

Gym access & cultural events

Paid leave & holidays

PCC Winter Break

Professional development

Descrizione del lavoro

Portland Community College is seeking an experienced executive support professional to manage the VP’s calendar, lead strategic initiatives, and coordinate cross‑functional activities. The role includes budgeting, financial reporting, and ensuring policy compliance across college operations.

The ideal candidate will demonstrate strong communication, discretion with sensitive information, and proficiency with Workday, MS Office, and Google Workspace.

Competenze

• Associate degree required; degree may be substituted by 4 years of related experience.
• Minimum four years of progressively complex executive support and coordination.
• Strong communication and handling of confidential information.
• Experience with Workday and budget processes preferred.

Mansioni

• Manages VP calendar, priorities, and communications with minimal direction.
• Coordinates strategic initiatives from inception to completion, tracking milestones.
• Assists in budget development, tracking, and financial reporting for executive leadership.
• Maintains confidential files and records for assigned responsibilities.
• Represents the VP to internal/external partners and oversees office operations.
• Ensures policy management, revising with SMEs and maintaining records.

Conoscenze

Executive support

Project management

Budgeting

Financial reporting

Policy & compliance

Communication

Workday ERP

MS Office

Data analysis

HR coordination

Formazione

Associate's Degree in Business Administration

Strumenti

Workday

Microsoft Office

Google Workspace

Descrizione del lavoro

What You’ll Do and Who We Are Looking For

Typical Duties and Responsibilities

Coordinates strategic initiatives and special assignments by maintaining schedules, obtaining updates from responsible parties, identifying dependencies, monitoring progress against established benchmarks, and bringing delays or decisions requiring attention to the VP. Serves as project manager for specifically assigned projects and facilitates communication between project teams and leadership. Participates in developing and monitoring budgets, grants, and financial reports; prepares contingency fund transfer requests and assesses financial constraints and timelines. Acts as primary communication coordinator, managing information flow to internal staff, external stakeholders, and College leadership through various channels, including memos, emails, correspondence, and financial presentations. Maintains document tracking systems, takes meeting minutes, and coordinates follow-up on action items by recording decisions, responsible parties, deadlines, and unresolved questions. Tracks progress and brings overdue commitments and matters requiring escalation to the VP's attention. Supports the development and monitoring of budgets, grants, and financial reports by gathering, organizing, checking, and presenting information in coordination with Business Services staff; prepares contingency fund transfer requests and assists in identifying financial constraints and timelines. Represents the Vice President to internal and external partners while managing office operations, including communications, budgeting, workflow, and inquiries. Exercises tact and judgment in prioritizing and routing requests, providing responsive communication, and identifying matters requiring the VP's direct attention. Oversees policy management system by tracking policy expiration dates, facilitating review processes, coordinating revisions with subject matter experts, and maintaining comprehensive records of policy changes and approvals.

• Prepares and maintains schedules, events, and various organizational activities.
• Delivers complex, comprehensive administrative support, including travel coordination, procurement, technology support, and office form processing.
• Serves as project manager for facilities requests and organizational needs; conducts research and analytical activities to support departmental projects.
• Reviews and processes paperwork, including requisitions, grants, applications, travel authorizations, contracts, business expenses, and timesheets.
• Initiates, coordinates, and revises policy recommendations for Board presentations.
• Maintains confidential files and records for assigned responsibilities.
• Performs other related duties and projects as assigned.

These qualifications, skills and abilities are critical for success in this position

Throughout the screening process, you will be evaluated based on the demonstration of these success criteria.

• Executive Support Excellence - Effectively manages the VP's calendar, priorities, and communications with minimal direction; anticipates needs and proactively addresses competing demands; emerging issues reach the VP early.
• Project Management - Successfully coordinates strategic initiatives from inception to completion, tracking progress, managing stakeholders, and meeting established benchmarks and deadlines.
• Financial Acumen - Demonstrates proficiency in supporting budget development, monitoring, and analysis; accurately prepares financial reports and presentations for executive leadership and the Board of Directors.
• Confidentiality and Judgment - Consistently exercises discretion with sensitive information and makes sound independent decisions on complex, confidential matters.
• Communication and Liaison Skills - Serves as an effective representative of the VP's office, communicating clearly and professionally within the college, onboarding employees, and external partners.
• Policy and Compliance Management - Maintains comprehensive policy tracking systems, coordinates timely reviews and revisions, and ensures regulatory compliance.
• Technical Proficiency - Demonstrates mastery of Workday ERP system (or similar ERP), Microsoft Office Suite, and Google Workspace; produces high-quality presentations, reports, and executive-level correspondence.
• Organizational Excellence - Maintains efficient document management systems, meeting coordination processes, and follow‑up tracking that support seamless operations.
• Collaboration and Relationship Building - Works effectively with diverse stakeholders across the college, including the Executive Assistant team, HR, and various departments.
• Adaptability and Problem‑Solving - Responds effectively to changing priorities, handles interruptions professionally, and develops creative solutions to operational challenges.

Minimum Qualifications

Associate's Degree in business administration or related field. Relevant experience may substitute for the degree requirement on a year‑for‑year basis. Four (4) years of progressively complex executive support and coordination experience.

Preferred Qualifications

Certificate or continuing education coursework in project management; Ability to work effectively with team members in various locations. Demonstrated ability to turn complex information into concise, accurate materials. A reliable method for tracking commitments and following up diplomatically. Proficiency with financial software and budget monitoring/analysis. Experience with Workday's core financial functionality (or similar ERP), including budget tracking, expense management, and financial reporting modules; Background supporting HR and recruitment functions, and managing multi‑faceted projects.

Why You'll Love Working Here

The PCC district encompasses a 1,500-square-mile area in northwest Oregon and offers two-year degrees, one-year certificate programs, short-term training, alternative education, pre-college courses and life-long learning. As part of our College community, you’ll enjoy: A collaborative and inspiring campus community Opportunities for learning and professional development Portland Community College embraces equity and inclusion as a priority. We are committed to building a community with a variety of backgrounds, skills, views, and life experiences. The more we value equity and inclusion, the more we will add value to the work we do and how we serve our students, engage with each other, and the Oregon Community that we serve. Creating a culture that honors equity and inclusion is our objective and the smart path forward.

Position Grade Confidential

HH Employment Type Full time

Total Rewards Package / What We Offer

• Comprehensive benefit package designed to provide employees and their families, including domestic partners, with access to a broad range of benefit options. Includes Health, Dental, and Vision options, Group Life, Long‑term Disability, Long‑term Care, and Auto and Home Insurance programs.
• Oregon PERS contribution - PCC currently fully funds the Oregon Public Employees Retirement System (PERS/OPSRP) pension and contributes an additional 6% into the employee's Individual Account Program under PERS/OPSRP Tax deferred annuity program and a deferred compensation program where employees may save additional pre‑tax dollars for retirement.
• PCC provides a tuition waiver for you, your spouse/domestic partner, and dependent children under 24 years of age, as well as partial tuition reimbursement for full‑time employees at other accredited institutions.
• Free access to the sport centers / campus gymnasiums, performing arts, and cultural events.
• Generous Paid Leave (Pro-rated by FTE for Part-Time Employees) reference Management and Confidential Employee Handbook.
• 14.67 hours of vacation leave per month.
• 1 day of sick leave per month.
• 12 paid holidays.
• PCC Winter Break (when College is Closed).
• 24 hours of personal leave per year.

More detailed information on the benefits plans, who is eligible, and how to enroll or make changes can be found at pcc.edu/hr/benefits. Please email [e-mail] if you have any questions.

Initial Salary Placement

The initial salary placement typically is between the minimum $68,016.00 to midpoint $83,318.00. Placement will generally not exceed the mid‑point, based on qualifications, experience, and internal equity.

Veterans Preference

Portland Community College complies with the Oregon Veterans' Preference in Public Employment law which provides qualifying veterans and disabled veterans with preference in employment. You will be given instructions during the application process to claim Veterans' Preference in the recruitment of this position, and to provide the documents required for verification of eligibility. Please do not send your documentation to the hiring manager directly. For verification of eligibility, please submit the following documentation: Veterans: DD214 Disabled Veterans: DD214 and Letter from the Department of VA.

Criminal Background Check

PCC Employment Offers are Contingent Upon the Successful Completion of a Criminal Background Check. Please note that Portland Community College is not currently able to provide visa (e.g. H1-B Visa) sponsorship for potential employees. Contact PCC at [e-mail] if you have questions.

Equal Opportunity Statement

Portland Community College is an equal opportunity employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected class.