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

Public Works Deputy City Administrator Executive Assistant (Admin Spec III)

Open until Filled.

Full‑time, Regular.

Monday – Friday, 8am‑5pm.

In person only, Portland Building: 1120 SW 5th Ave, Portland, OR.

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

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

This position is non‑represented.

Please click APPLY to submit your application via the City of Portland’s online portal. Attach a resume and cover letter.

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; bring a strong background in executive‑level support and take initiative.
• Discreet; exercise sound judgment and maintain confidentiality.
• Emotionally intelligent; communicate with empathy, tact, and professionalism, even under pressure.
• Organized; manage multiple priorities with ease and adapt quickly.
• Communicative; engage effectively with diverse audiences across various platforms.
• Technically savvy; proficient in Microsoft Office and other tools essential for high‑level administrative work.
• Support‑oriented; provide seamless support for personnel, reporting, and project coordination.
• Flexible and adaptable; pivot between tasks and teams with confidence and composure.
• Detail‑oriented; ensure accuracy and consistency in all aspects of your work.
• Collaborative and solutions‑oriented; build strong relationships and contribute to team success through clear communication and problem‑solving.
• Equity‑minded; apply Diversity, Equity, and Inclusion (DEI) principles to your daily work.
• Dedicated; passionate about public service and committed to excellence in executive support.

The Public Works Service Area encompasses the Portland Bureau of Transportation, the Portland Water Bureau, Portland Parks & Recreation and the Bureau of Environmental Services. Powered by a workforce of over 5,000 employees, our service area is dedicated to providing essential and critical services that Portlanders rely on 24/7. Our work ensures effective and safe transportation, delivers clean and reliable water, maintains efficient sewer and stormwater management services and creates connections to nature, arts and culture, recreation, learning and opportunity – helping…