Public Works Deputy City Administrator Executive Assistant; Admin. Spec. III

The City of Portland is an Executive Assistant for our Public Works Deputy City Administrator! About the position

Job Appointment: Full-time, Regular.

Work Schedule: Monday – Friday, 8am-5pm

Work Location: In person only, work will be performed at the Portland Building: 1120 SW 5th Ave, Portland, OR.

Benefits: Please check our benefits tab for an overview of benefit for this position.

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

Union Representation: This position is non-represented.

Application Material: Please click APPLY to submit your application via the City of Portland’s online portal. You will need attach a resume and cover letter.

This is an open until filled recruitment: Open Until Filled recruitments have multiple review periods (outlined below) and may remain open until qualified applications are received or until the closing date listed.

The City of Portland is seeking experienced, highly skilled, and proactive Executive Assistants to support our Public Works Deputy City Administrator (DCA). This role is ideal for professionals who thrive in fast-paced environments, take initiative, and excel at managing multiple priorities with discretion and precision.

As a key member of the executive support team, you will provide a full range of administrative and operational services to the DCA and their service area. This includes coordinating with bureau leadership, managing sensitive communications, and supporting high-impact projects and programs. The scope of responsibilities is broad and requires a high degree of administrative judgment, confidentiality, and professionalism.

• Provide confidential administrative support to the DCA.
• Handle time-sensitive and confidential information with discretion.
• Monitor inboxes, draft and respond to emails on behalf of the DCA.
• Draft and edit talking points, presentations, and correspondence.
• Manage calendars, schedule meetings, and ensure executive preparedness.
• Arrange travel and process expense reports.
• Coordinate meetings, prepare agendas and materials, and manage technology needs.
• Facilitate signature requests and inter-bureau communications.
• Edit and proofread documents for accuracy and compliance.
• Review and authorize invoices, manage payments, and reconcile expenses.
• Prioritize and route correspondence and calls professionally.
• Research and flag potential issues for executive attention.
• Refer inquiries or complaints to appropriate staff.
• Support program and project administration in collaboration with internal and external stakeholders.
• Serve on committees and project teams as needed.
• Perform service area–specific functions and other duties as assigned.

• 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 exercise sound judgment and maintain confidentiality in all matters.
• Emotionally Intelligent: You communicate with empathy, tact, and professionalism, even under pressure.
• Organized: You manage multiple priorities with ease and adapt quickly in a dynamic environment.
• Communicative: You engage effectively with diverse audiences across various platforms.
• Technically Savvy: You’re proficient in Microsoft Office and other tools essential for high-level administrative work.
• Support-Oriented: You take pride in providing seamless support for personnel, reporting, and project coordination.
• Flexible and Adaptable: You pivot between tasks and teams with confidence and composure.
• Detail-Oriented: You ensure accuracy and consistency in all aspects of your work.
• Collaborative and Solutions-Oriented: You build strong relationships and contribute to team success through clear communication and problem-solving.
• Equity-Minded: You apply Diversity, Equity, and Inclusion (DEI) principles to your daily work.
• Dedicated: You are passionate about public service and committed to excellence in executive support.

The Public Works Service Area encompasses the Portland…