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

Full Job Description

Job Appointment: Full time, Regular

Work Schedule: Monday – Friday, 8am-5pm, potential for additional after-hours as need

Work Location: In person work will be performed at Portland City Hall: 1221 SW 4^th Ave. Portland, OR and additional off-site staffing locations as needed

Benefit: Please check our benefit tab for an overview of benefit for this position

Language Pay Premium Eligible: This position is or may be eligible for Language Pay Differential for qualifying employees

Application 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 Summary

The 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 Supervisor
Bureau of Human Resources
Jamaal.Anthony@portlandoregon.gov

Requirements

The following minimum qualifications are required for this position:

1. Experience editing and proofreading communication materials, including emails, reports, and documents intended for various stakeholders.
2. Experience with managing complex executive-level administrative functions, such as scheduling, budgeting, travel management, purchasing practices and procedures.
3. Experience coordinating meetings, such as drafting agendas, arranging logistics, managing virtual and hybrid technology, and taking detailed minutes.
4. Experience preparing accurate, concise, and confidential records and maintaining highly sensitive and confidential information.
5. Experience working with limited supervision and guidance on complex tasks with competing priorities and deadlines to meet executive-level goals.

Applicants must also possess:

• A valid state driver’s license and acceptable driving record

Although not required, you may have one or more of the following:

• Knowledge of human resources policies and labor union contracts
• Experience with supervision

Qualifications

STEP 1: Apply online between March 16 - 30, 2026

Required Application Materials:

Cover letterDetails are key!

The city uses a merit-based system, so your cover letter should be thorough and specifically address each qualification listed in the "To Qualify" section of the job announcement.

Your cover letter can exceed one page, to ensure you are able to provide the detailed information for every qualification.

Follow the instructions, as a subject matter expert will be evaluating your details to confirm that you meet the minimum requirements.

Resume

• 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.

Answer the three (3) Supplemental Questions (click on the Questions tab to preview the questions)

Optional Application Materials:

• If you wish to request Veteran's Preference, please submit your veteran documents (e.g., DD214-Member 4, VA Benefit Letter) by the recruitment's closing date.

Effective January 1, 2026, the State of Oregon law ORS 408.225 - 408.238 is amended to expand eligibility for Veterans’ Preference to current and former Oregon National Guard service members.

If applicants are existing state or former Oregon National Guard servicemembers, they are encouraged to attach appropriate documentation to their future recruitment applications.

• Update: As of March 3rd, 2025, if you made the eligible list and met the eligibility to receive veteran preference, you will no longer need to submit veteran documents for future recruitments.

If you need to update or remove your veteran preference for a specific recruitment or from your master profile, please contact the recruiter listed in the job announcement.

Application Tips:

• Your cover letter can exceed one page, to ensure you are able to provide the detailed information for every qualification. A subject matter expert will be evaluating your details to confirm that you meet the minimum requirements.
• Your résumé should support the details described in your cover letter.

How We Determine Pay: The City of Portland is covered by the Oregon Equal Pay Act.

Your salary is determined based on the experience listed in your resume that is directly related and equivalent to the position for which you are applying.

It is strongly encouraged to include any transferable experience (paid or unpaid regardless of how recent) to ensure your offer is reflective of all your relevant experience.

• Do not attach any additional documents.
• Please note, all completed applications for this position must be submitted no later than on the closing date and time of this recruitment.
• You can use AI tools to assist with your job application, but please make sure to personalize your responses to supplemental questions. Avoid copying and pasting. We encourage use AI to generate ideas and then tailor them to reflect your own experiences and skills.
• All applications must be submitted via the City's online application process.

• E-mailed and/or faxed applications will not be accepted.

Step 2: Minimum Qualification Evaluation: Week of March 30, 2026

• An evaluation of each applicant's training, paid and unpaid experience, as demonstrated in their cover letter, and resume, weighted 100%.
• Your cover letter and résumé will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
• You have 14 days from the notice of the minimum qualification evaluation results to let us know if you would like to review and discuss your evaluation result. Please read the City of Portland Administrative Rule 3.01 for complete information.
• Additional evaluation may be required prior to establishment of the eligible list and/or final selection.

Step 3: Establishment of Eligible List: Week of April 6, 2026

• Candidates who meet the minimum qualifications will be placed on the equally ranked eligible list.

Step 4: Selection (Interview): Late April

• Hiring bureau will review and select candidates for an interview

Step 5: Offer of Employment:

Step 6: Start Date:

• A start date will be determined after all conditions of employment have been met.

*Timeline is approximate and subject to change.

Additional Information

Click here for additional information regarding the following:

• City of Portland Core Values
• Recruitment Process - Work Status
• Equal Employment Opportunity
• Veteran Preference
• ADA, Pregnancy, and Religious Accommodations