Full Time Director’s Executive Assistant in at City of Portland

Director’s Executive Assistant

City of Portland

Industry: Business, Government, Jobs
Type: Full Time

The Position

The City of Portland is seeking a Director’s Executive Assistant in the Office of Management and Finance. The Director’s Executive Assistant is responsible for complex, diverse and confidential administrative support including:

  • Managing the calendar(s) of executive staff
  • Interaction and communication with City commissioners, bureau heads, elected officials, and executives
  • Managing records and retention of paper and electronic files
  • Providing personnel, medical leave action, purchasing and contract support services as assigned
  • Providing confidential administrative support to executive staff.
  • Attending meetings and taking notes
  • Maintaining records and managing paper and electronic files
  • Purchasing and administering contracts
  • Planning logistics and staffing meetings, special events and work sessions

The work requires adherence to City and Bureau policies and procedures and the ability to accurately perform time sensitive work. Your duties will vary from day to day, will range from routine to difficult and will be challenging.

You must be able to provide excellent customer service to internal and external customers, and would be expected to carry out responsibilities with initiative and creativity, while exercising sound professional judgment. Note: Director’s Executive Assistant is a premium pay assignment from a non-represented classification. An employee assigned to serve as a Director’s Executive Assistant retains civil service status in his/her base classification. Assignments are made solely at the discretion of the bureau director. An employee may be removed from a Director’s Executive Assistant assignment without a statement of cause and shall have no appeal rights.

The Chief Administrative Officer is the bureau head of the Office of Management and Finance, and is comprised of the bureaus of Human Resources, Internal Business Services, Revenue and Financial Services, Technology Services, and the Office of the Chief Administrative Officer.

Lauded as one of the best places to live in America, Portland is a city with a vibrant downtown, diverse neighborhoods, natural beauty, good schools and friendly people.  Home to about 560,000 residents within 145 square miles, Portland maintains deep ties to the Pacific Northwest’s natural beauty.
Portland has a reputation for being unique, and our particular structure for governance is no exception. Portland voters adopted the commission form of government in 1913, and over 100 years later, Portland is the only large city in the country continuing to operate under this structure. The five members of the City Council are each elected at large and have legislative, administrative, and quasi-judicial responsibilities. The Mayor assigns bureaus to each Council member. The Mayor serves as Commissioner-in-charge of the Office of Management and Finance (OMF) which includes the Bureau of Revenue and Financial Services (BRFS), and also oversees the independent City Budget Office (CBO).
The City of Portland is a full-service city with approximately 6000 represented and non-represented permanent employees and a budget of over $3.46 billion.  The City has maintained its Triple-A bond rating for over 40 years, with strong financial management policies and practices in place.

The City of Portland is committed to offering medical, dental, vision, basic life, and log-term disability coverage that provides quality care, support and value to eligible employees and their family members.  Additional benefits such as flexible spending accounts, supplemental life insurance and employee assistance program coverage are available to ensure employees have the appropriate tools to safeguard themselves and their family. The City of Portland participates in PERS, the Oregon Public Employee Retirement System.  For more information on the City of Portland’s benefits please click Benefits Information | The City of Portland, Oregon.


Application Guidelines:
To Qualify
The following minimum qualifications are required for this position. Applicants must specifically address and demonstrate in their cover letter and resume how their education, training and/or experience meets each of the following minimum qualifications:

1. Knowledge and experience in office administration practices and procedures.
2.  Ability to maintain highly sensitive and confidential information, while exercising a high degree of tact, discretion, and diplomacy in sensitive situations.
3.  Ability to prepare and maintain accurate, concise, and confidential records.
4. Knowledge and experience planning meetings; organizing participant registration; contracting with facilities and other vendors.
5. Knowledge and experience performing human resources administrative actions to support managers in hiring and on-boarding.
6. Ability and experience in interpreting, applying and explaining rules and processes.
7. Ability to communicate and interact with internal and external customers in a professional and courteous manner, both verbally and in writing.

The Recruitment Process
An evaluation of each applicant’s training and experience, as demonstrated in their resume and cover letter, weighted 100%. Do not attach materials not requested. Only candidates who meet the minimum qualifications will be placed on the equally ranked eligible list. You have 14 days from the notice of the examination results to let us know if you disagree with your results. 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
Additional Information
Applicant Instructions
Applicants must submit a cover letter and professional résumé online, specifically focused on your qualifications for this position as identified in the “To Qualify” section of this announcement in accordance with the following Application Instructions:
Your résumé and cover letter will be the basis for our evaluation of your qualifications for this position. Incomplete or inappropriate information may result in disqualification.
  • Your cover letter should include details describing your education, training and/or experience, and where obtained which clearly reflects your qualifications for each of the numbered items in the “To Qualify” section of this announcement.
  • Your résumé should support the details described in the cover letter.
  • If you are requesting Veteran’s Preference, as identified below, please describe in your cover letter any transferrable skills obtained during your military service and how they relate to each of the required minimum qualifications under the “To Qualify” section above.
  • Your résumé and cover letter should be no more than a total of four (4) pages combined.

All completed applications for this position must be submitted online no later than 11:59 pm, on the closing date of this recruitment.  E-mailed and/or faxed applications will not be accepted.

If you are requesting Veteran’s Preference, attach a copy of your DD214 / DD215 and / or Veteran’s Administration letter stating your disability to your profile, as well as checking the box identifying yourself as a Veteran. You must request Veteran’s Preference AND include a copy of your documentation for each recruitment you apply for.

Veteran’s Preference documentation must be submitted no later than 11:59 PM on the closing date of this recruitment.

Non-citizen applicants must be authorized to work in the United States at time of application.

It is the policy of the City of Portland that no person shall be discriminated against based on race, religion, color, sex, marital status, family status, national origin, age, mental or physical disability, protected veteran status, sexual orientation, gender identity or source of income. The City values diversity and encourages everyone who is interested in employment with the City to apply. If you wish to identify yourself as an individual with a disability under the Americans With Disabilities Act of 1990 and will be requesting accommodation, the requests must be made to the Analyst(s) named below no later than the closing date of this announcement.

Teresa Dahrens, Senior Human Resources Analyst
Bureau of Human Resources
(503) 823-4516

An Equal Opportunity/Affirmative Action Employer
City of Portland
1120 SW 5th Ave, 404

Portland, Oregon, 97204.


Salary: $61,734.00 - $82,285.00 Annually
Application Link: https://www.governmentjobs.com/careers/portlandor/jobs/1967040/directors-executive-assistant?pagetype=jobOpportunitiesJobs