Strategic Executive Assistant to City Deputy Administrator

City of Portland; Portland (OR); On-site; USD 65,000 - 90,000; Full time

Job summary

The City of Portland seeks an Executive Assistant (Administrative Specialist III) to support the Deputy City Administrator. You will provide comprehensive administrative and executive support, manage calendars, prepare correspondence, and coordinate agendas and records for the DCA’s Office.

Responsibilities include coordinating the administrative rule process, supporting Bureau budget activities, and ensuring adherence to City policies.

Qualifications

• Experience managing complex executive-level administrative functions, including scheduling, travel management, and purchasing practices.
• Experience editing and proofreading emails, reports, and documents.
• Experience coordinating meetings with agendas, logistics, and minutes.
• Experience maintaining confidential and highly sensitive records.
• Ability to work with limited supervision and manage competing priorities.

Responsibilities

• Provide high-level executive and administrative support to the DCA, handling sensitive information with discretion.
• Manage and coordinate the DCA's calendar, appointments, and meetings with professionalism.
• Coordinate workflows for reviews, signatures, approvals, and executive actions.
• Respond promptly to inquiries from employees, customers, and residents.
• Support calendar coordination, meeting packets, minutes, and follow-up actions for leadership.

Skills

Calendar management

Executive support

Editing / proofreading

Meeting coordination

Records management

Job description

The City of Portland seeks an Executive Assistant (Administrative Specialist III) to support the Deputy City Administrator. You will provide comprehensive administrative and executive support, manage calendars, prepare correspondence, and coordinate agendas and records for the DCA’s Office.

Responsibilities include coordinating the administrative rule process, supporting Bureau budget activities, and ensuring adherence to City policies.