Executive Assistant II

Portland Community College; United States; On-site; USD 65,000 - 90,000; Full time

Job summary

Portland Community College seeks an Executive Assistant II to provide high-level administrative support to the Vice President of Finance & Business Services/Chief Financial Officer. The role manages calendars, meetings, travel, procurement, and complex communications.

You will prepare presentations, spreadsheets, and quarterly updates; coordinate with Budget and Finance staff, and serve as a liaison with committees and external partners. This is a vital strategic partner position within PCC.

Qualifications

• Experience providing high-level administrative support to executives.
• Experience coordinating budgets and financial reporting with stakeholders.
• Excellent written and verbal communication skills and discretion.

Responsibilities

• Coordinate the Vice President’s calendar and meetings with stakeholders.
• Prepare executive materials, presentations, spreadsheets, and reports.
• Manage communications and office operations for the VP’s office.
• Assist with budget and financial reporting coordination with Budget and Finance teams.
• Track policy processes, revisions, and approvals; maintain records and schedules.

Skills

Calendar management

Budget coordination

Communication

Project coordination

Job description

Join our Team at Portland Community College

Please Note: PCC currently limits employment to individuals residing in Oregon and Washington. Employment offers are contingent upon the ability to establish residence in Oregon or Washington.

Portland Community College will also ensure that applicants requiring reasonable accommodation for the hiring process are provided for. If reasonable accommodation is needed, please contact the PCC Talent Acquisition Team at [e-mail].

Portland Community College is the largest post-secondary institution in Oregon and 19th largest in the nation, serving approximately 80,000 full- and part-time students. With four comprehensive campuses, five workforce training and education centers, and 200 community locations in the Portland metropolitan area, our unique role is to make high-quality education accessible to everyone, creating opportunities for our students and contributing to the economic development of our community.

We are hiring an Executive Assistant II who will report directly to the Vice President of Finance & Business Services/Chief Financial Officer at Portland Community College.

The Executive Assistant II provides high-level administrative support on complex, confidential matters requiring discretion and independent judgment. This position plays a critical role in executive management by coordinating priorities, preparing decision materials, managing communications, and tracking commitments and follow-through. Primary responsibilities also include supporting the preparation and monitoring of budget reports, gathering and organizing financial information in coordination with Budget and Finance staff, and coordinating with PSEC on departmental hiring and compensation matters.

The role encompasses comprehensive executive support, including managing the VP's calendar, meetings, and events with meticulous attention to competing priorities, preparing executive presentations, spreadsheets, reports, and quarterly updates, and overseeing procurement processes and departmental paperwork. Additionally, the Executive Assistant manages day-to-day operations of the VP's office, serves as a liaison by representing the VP's office on committees and in meetings, collaborates with the broader Executive Assistant team across the organization, and coordinates facility-related matters for the department. This role requires a strategic partner who can balance high-level analytical work with comprehensive executive support.

See the classification description for additional information: https://www.pcc.edu/hr/employment/management-jobs/executive-assistant-ii

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 activi