Senior Executive Assistant

Summary

This position provides complex and confidential administration for Prosper Portland's Executive Office including the Executive Director and Board of Commissioners that supports the agency in building and sustaining an equitable economy for all Portlanders.

Prosper Portland seeks a highly organized and proactive Senior Executive Assistant to provide specialized support and service to the Executive Director and Board of Commissioners. They will leverage their advanced knowledge and skills across complex administrative and clerical functions to ensure smooth operations for the Executive team, including maintaining agendas, calendars, and inboxes with a high-level of attention to detail. This position will also provide support to Prosper Portland staff, city officials, and outside partners on a regular basis, ensuring high-quality customer service.

Position is open until October 29th.

Functions and Responsibilities

• Proactively manages and coordinates the Executive Director's calendar, appointments, and email.
• Serves as the initial point of contact for the Executive Office; screens and responds to inquiries, answers questions, and assists with related coordination.
• Provides confidential service and support for the Executive Director, Board of Commissioners, Prosper
  
  Portland Staff, city officials, the Mayor's office, outside public and private partners.
• Provides high-level administrative support for the Prosper Portland Board of Commissioner meetings and other Executive Office functions including preparation of agendas, reports, and documents, meeting coordination, and the creation and formalization of meeting minutes.
• Composes, types, formats, and proofreads reports, charts, statistics, spreadsheets, forms, contracts,
  
  agreements, and other materials.
• Creates, maintains, and organizes files, records, databases, logs, and agency resources; prepares related materials for archive.
• Drafts, sets up, reviews, distributes, and processes grants, contracts, purchase orders, and amendments. Encumbers funds in accordance with policy and procedure.
• Processes and tracks payments and invoices; monitors contract/purchasing use.
• Manages Executive Office budget including tracking, maintenance, and expense reconciliation.
• Directs travel coordination for the Executive Office and Board of Commissioners including coordinating travel bookings and itineraries, preparing and processing paperwork, and tracking reconciliations.
• Manages contract administration for the Executive Office.
• Provides other administrative and clerical support to the Executive Director including but not limited to scanning, copying, and filing; sorting and preparing mail; routing documents for signature; scheduling and coordinating agendas for meetings, and other administrative functions.
• Assists with the coordination of arrangements for meetings and events including scheduling, catering, room set up and clean up, note-taking, materials reparation, registration, etc.
• Leads the onboarding process for new Prosper Portland Commissioners.
• Provides technical analysis and research for the Executive Office or other assigned projects.
• May lead, guide, or train other administrative staff.
• May manage the development, implementation, and evaluation of administrative processes for the agency.
• Makes recommendations and participates in process improvements; coordinates or assists with their implementation.
• Provides support to other administrative staff including assisting in their absence as assigned.
• Assists the agency with special projects, committees, and other relevant duties as assigned.

Scope

• Operates under general to minimal supervision. Establishes own approaches and procedures operating under agency guidelines. Receives general instruction on new assignments. Work is subject to periodic or final review.
• Follows policy and procedure and makes decisions within routine, established aspects of responsibilities. Deviations from the norm may require discretion and/or oversight.
• Decisions and errors in work can have a significant political or operational impact to the agency.
• Work involves a high level of complexity due to specialized nature of executive office administration, tight timelines, frequent interruptions, the need to prioritize multiple assignments, the interaction with external stakeholders, and the political sensitivity and discretion required for those interactions.
• Position has no supervisory responsibilities; however, may oversee the work of or train consultants, temporary workers, and/or student staff.
• Position routinely handles sensitive information and must always ensure information security and maintain a high degree of confidentiality.

Competencies

Putting People First, Inclusion & Collaboration

• Interpersonal Skills: Advanced ability to build constructive and trusting relationships. Exercises tact, patience, and discretion.
• Mission-Driven Service: Ability to provide excellent service by demonstrating a people-oriented mindset and a willingness to help. Ability to train and provide guidance to others.
• Teamwork: Ability to work with others inclusively and collaboratively.
• Communication: Effective use of both verbal and written communication. Ability to communicate and
  
  document complex information clearly. Bilingual or multilingual a plus.
• Cultural Curiosity and Reflection: Ability to learn and use culturally responsive practices to understand, communicate, and work with people across cultures and identities. Honors and embraces differences and models inclusivity in interactions.
• Advancing Equity: A demonstrated commitment to advancing social and racial equity. Ability to learn, understand, and apply the principles and practices of equity to work.

Excellence, Innovation & Learning

• Knowledge: Excellent knowledge and skill of complex clerical and administrative functions and best practices. Demonstrated knowledge and use of Microsoft Office, Adobe Acrobat, and other software applications. Familiarity with business practices such as accounting, budgeting, and records management. Basic understanding of public administration.
• Continuous Learning: Openness to new ideas. Ability to ask for help and learn from experiences.
• Problem Solving: Apply research, analytical, and problem-solving skills to find smart solutions. Exercises sound judgement in carrying out responsibilities. Ability to interpret and apply law, policy, and procedure
  
  to work.
• Adaptability: Flexibility to respond to shifting and competing work demands. Ability to work with ambiguity. Perseveres in the face of obstacles.
• Planning and Organization: Ability to organize work, set priorities, and monitor work independently. Detail oriented.
• Accountability: Takes responsibility for actions. Follows through on commitments and meets deadlines. Maintains confidentiality as appropriate.

Minimum Education, Training and/or Experience

Four years of administrative coordination for an executive office or equivalent experience. An Associate's, Bachelor's, or Master's degree will substitute for up to one year of experience.

Physical Requirements

Position requires ability to remain in a stationary position for extended periods of time along with the ability to frequently move throughout the office. Position often uses a computer and other standard office equipment. Position must communicate and interact with internal and external stakeholders.

Working Conditions

Normal working hours Monday through Friday [8 AM – 5 PM] in a combination of in-person and remote work; however, additional hours may be needed to meet deadlines. Position may require travel to external meetings or events. Position will be expected to engage in conversation and personal reflection around race, racism, and equity.