Job Details

The Position

The Port of Portland is hiring an Executive Assistant.

Were 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.

From the hiring manager: This Executive Assistant position sits at the center of the Ports 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. Its a role for someone who values organization, professionalism and making an impact behind the scenes.

Essential Job Duties

• 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 Directors report and previous months 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 Ports 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.

Demonstrated Skills & Abilities

• 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.

Minimum Qualifications

• Associates 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.

Supplemental and Selection Information

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!

Selection Process: (tentative schedule):

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

About Us

At the Port of Portland, we use everything we have our three airports, three working marine terminals, six business parks, and all the resources, expertise, and experience behind them to move with purpose, connecting people with powerful opportunities and creating value for our region. We know that every person we hire, business we work with, contract we sign and decision we make is a chance to make someones life better. And well use our power and influence to unlock new opportunities and ensure more people share in our regions success. With YOUR help together with our partners, customers, and community well help drive meaningful change!

Do you have questions about this job? Contact us: ...@portofportland.com

Safety & Equal Opportunity

Safety: The Port promotes safety as a Core value and we seek to eliminate harm through a culture of active prevention, curiosity, evaluation, and action. We comply with safety and health policies and procedures and consistently look for improvements that support operational excellence.

Equal Opportunity Employer: The Port of Portland is dedicated to maintaining and improving a work environment, which extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability or sexual orientation. Employment decisions shall be made in such a manner as to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of nondiscrimination.

Veterans Preference: Under Oregon law, qualified veterans may be eligible for veterans preference when applying for Port of Portland positions. If you are a veteran and would like to be considered for a veterans preference for this job, please provide the qualifying documents as instructed during the application process.

Background Checks and Drug Testing: The Port of Portland will conduct background checks and/or drug tests for positions where such tests are required by regulation and for other safety-sensitive positions.

ADA Accommodation: Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the Port can reasonably do so without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources: call 503-###-#### or email ...@portofportland.com.