Executive Assistant

The Port of Portland is hiring an Executive Assistant
.

We’re looking for a highly organized and proactive Executive Assistant to provide support across the Executive office. This role would also ensure the Commissions process continues running smoothly through scheduling, documentation, and records management.

This Executive Assistant position sits at the center of the Port’s leadership as a trusted partner to the Executive office and Board of Commissioners. This position plays a vital role in the Board of Commissioners’ meeting process – coordinating agendas, materials and communications that keep governance running smoothly. It’s a role for someone who values organization, professionalism and making an impact behind the scenes.

• Manage the monthly Commission process: collaborate with Port staff to ensure meeting materials are prepared in a timely manner to meet tight deadlines; maintain the four-month agenda forecast; review written materials for spelling, grammar, punctuation and syntax accuracy; proofread and edit all draft meeting documents.
• Compose the agenda list and put together the dry-run packet; working with the Legal Division, proofread and finalize the agenda items; compose the final Commission packet; put together the Executive Director’s report and previous month’s minutes.
• Provide administrative support to Public Affairs staff and act as a backup for the Public Affairs Executive Assistant.
• Support the Executive office as needed, which includes providing support to the Executive Director and Staff Assistant/Commission Secretary.
• Act as back-up for the Assistant/Commission Secretary, including covering out of office days; manage the Executive budget; route incoming mail, phone calls and e-mails, both internal and external.
• Manage the weekly Executive Team meeting agendas: communicate with staff who request time to present to the Executive Team; oversee, create and edit the agenda forecast and final agendas to ensure meetings are run efficiently and all agenda materials are received in a timely manner.
• Administer the Port’s travel program: communicate program processes to Port travelers and travel arrangers; act as a liaison between corporate travel management and Port travelers and travel arrangers.
• Develop educational materials and conduct group and individual training to assist travelers in understanding and navigating the travel program; lead implementation of any new processes or procedures.
• Negotiate a corporate travel management contract by leveraging detailed data on company travel to secure cost savings and exceptional customer service for Port travelers.
• Participate in Port initiatives on behalf of the Executive department; such as, safety committee, diversity committee and/or scholarship council.

• Senior –Communication skills, both written and verbal, including excellent spelling, grammar, punctuation and syntax accuracy.
• Senior –Attention to detail.
• Senior –Time management and organization.
• Senior –Skills in Microsoft Office and SharePoint.
• Intermediate –Port Division operations and reporting structures.

• Associate’s degree in business practices, management, specialized support or related field.
• Five (5)+ years of progressively responsible experience in managing administrative activities for a multifunctional executive work group or the equivalent combination of education and/or relevant experience.

Schedule: We offer a flexible hybrid schedule to support both work-life balance and team collaboration. In-office days are determined by the organization. Remote and/or flexible work may be available on specific days of the week depending on the job and business need. We believe in fostering strong connections while also providing the balance you need to thrive both professionally and personally!

1. A minimum qualification evaluation of education, training, and experience of submitted application packets will take place by Human Resources the week of February 2, 2026.

2. A Subject Matter Expert (SME) Panel will perform an evaluation of experience and training taken from your employment application materials.

3. Our goal is to schedule virtual first round of interviews with candidates who successfully passed the SME evaluation by February 9, & 13, 2026. Panel Interviews will be held February 17, & 18, 2026.