Executive Assistant (Administrative Specialist III) to the DCA of Public Safety

Salary: $87,776.00 - $125,257.60 Annually
Location : City Hall, 1221 SW 4th Ave, OR
Job Type: Regular
Job Number:
Bureau: Public Safety Service Area
Opening Date: 11/02/2026
Closing Date: 11/8/2026 11:59 PM Pacific

The Position
Job Appointment: Full Time. Regular.
Work Schedule: Monday - Friday, 8:00 AM - 5:00 PM. Alternate schedules may be available.
Work Location: In-person work will be conducted at Portland City Hall 1221 SW 4th Ave, Portland, OR 97204, USA
Union Representation: This classification is not represented.
Starting Pay: The City of Portland follows the Your salary is determined based on the experience listed in your resume that is directly related and equivalent to the position for which you are applying.
Position Summary:
The City of Portland's Public Safety Service Area is seeking an Executive Assistant (Administrative Specialist III) to support the Deputy City Administrator's Office. The Executive Assistant provides comprehensive administrative and executive support to the Deputy City Administrator (DCA), performing a wide range of general administrative duties as well as specialized program coordination responsibilities.

Primary responsibilities include managing the DCA's calendar and scheduling; coordinating workflows related to the Director's signatures and approvals; preparing and reviewing correspondence; planning and organizing meeting agendas; and maintaining official files and records for the DCA's Office.

In addition to executive support, this position performs specialized program functions, including coordinating the administrative rule adoption process for Public Safety Service Area programs and managing the bureau's City Council filing process.

What You'll Get to Do

• Provide high-level executive and administrative support to the Public Safety Service Area DCA, serving as a central point of coordination for sensitive, confidential, and time-sensitive information.
• Manage and coordinate the DCA's calendar, appointments, meetings, and competing priorities with a high degree of discretion and professionalism.
• Coordinate workflows associated with the DCA's review, signatures, approvals, and other executive actions.
• Research and promptly respond to inquiries from employees, customers, and residents.
• Facilitate effective communication and information flow among bureau leadership, executive staff, management, employees, and other internal and external partners.
• Coordinate DCA's Office and leadership-team meetings, including scheduling, technology preparation, agendas, meeting packets, minutes, and follow-up activities.
• Provide administrative coordination and support for eCouncil filings and administrative rule processes.
• Assist with the preparation, tracking, and monitoring of bureau and team budgets.
• Coordinate procurement and administrative activities, including supplies, resources, registrations, training, and other business needs.
• Develop, document, evaluate, and continuously improve administrative processes and procedures within the DCA's Office.
• Ensure administrative practices align with City policies and bureau requirements, and established standards.
• Support compliance with City records-management and records-retention requirements.
• Provide responsive administrative support on special projects and emerging priorities as assigned.

Who You Are

• Organized and Solutions-Oriented: You are motivated by continuous improvement and attention to detail. You enjoy creating, implementing, and documenting processes that help teams work effectively, and you are interested in solving problems collaboratively with customers and coworkers.
• Collaborative and Inclusive: You develop and maintain strong relationships to accomplish shared goals. You value partnership, are comfortable sharing power, and can effectively navigate conflict.
• An Excellent Communicator: You demonstrate strong interpersonal and written communication skills and can communicate effectively with a variety of audiences, roles, and backgrounds.
• Equity-Driven: You are committed to and familiar with equity and inclusion values and practices that remove barriers to access, promote equitable outcomes, and address inequities. Ideally, you have direct experience and understanding of the challenges and historical impacts of inequitable access or disinvestment.
• Socially and Emotionally Intelligent: You work with others in a way that creates ease and builds trust. You are motivated, empathetic, team-oriented, and passionate about supporting others.
• Flexible and Adaptable: You can effectively prioritize competing demands and adjust to changing circumstances. You use strong organizational skills to manage multiple tasks and respond effectively to a fast-paced, dynamic work environment.

To Qualify

Applicants should specifically address and demonstrate in their cover letter and résumé how their education, training, and/or experience meet each of the following minimum qualifications:

1. Experience managing complex executive-level administrative functions, such as scheduling, travel management, purchasing practices, and procedures.
2. Experience editing and proofreading communication materials, including emails, reports, and documents.
3. Experience coordinating meetings, such as drafting agendas, arranging logistics, managing virtual and hybrid technology, and capturing detailed minutes.
4. Experience preparing and maintaining accurate, concise, confidential, and highly sensitive records and information.
5. Experience working with limited supervision and guidance on complex tasks, proactively managing competing priorities and deadlines to support organizational goals and executive operations.

The Recruitment Process
How to Apply:

• Submit your resume and responses to supplemental questionsby the closing date.
• (Optional) Submit Veterans' Preference documents, if applicable.
  If this is your first time applying with the City of Portland, or if you haven't requested veteran preference before (and would like to now), please attach your DD214-Member 4 and/or VA Benefit Letter to your application. Once we verify your eligibility, we'll record your veteran preference in our system, so it automatically applies to your future applications.

What to Expect:

1. Application Review - (Week of November 9th): We'll review your application materials to ensure you meet the minimum qualifications listed above.
2. Notice/Feedback - (Week of November 16th): You will receive an email when the minimum qualification review is complete. If you disagree with the evaluation results, you may request a review within 14 days of the email notice, per
3. Selection Process - (November/December): The hiring bureau will review qualified applications, conduct interviews, and check references.
4. Conditional Job Offer - (December): Final candidates may undergo a background or driving record check, depending on the position.

Additional Information
Learn More About:

We're committed to providing a fair, inclusive, and accessible hiring process. If you need assistance with your application or would like to request a reasonable accommodation due to a disability, pregnancy, or religious belief, please contact the recruiter listed below.

Questions? We're here to help!If you have questions about this recruitment or need assistance, contact:

Jaclyn Snyder, Senior Recruiter
Bureau of Human Resources
A Career with the City of Portland offers many Employee Benefits
We offer a comprehensive benefits package, including but not limited to

• Health Care (Medical, Vision and Dental)
• Carrot Fertility
• Wellness Benefits
• Life Insurance
• Long-term disability
• Employee Assistance Plan
• Flexible Spending Accounts
• Retirement
• Oregon Public Employees Retirement System (PERS), including contributions to the PERS IAP plan paid by employer
• Family Medical Leave
• City Paid Parental Leave

AND SO MANY MORE!

Benefits may vary depending on bargaining unit and employment status.
01

Thank you for your interest in the City of Portland. We value your time and hope to make your application experience as positive as possible.

Your Cover Letter and Resume are an important step to assist us in the review for minimum qualifications for the posted vacancy.
In your Cover Letter, write specific and unique responses to address each of the minimum qualification listed in the "To Qualify" section. The information you provide must correctly reflect your work history/resume. A lack of information in your application materials to each of the minimum qualifications may result in elimination from the recruitment.
Note: Request for veterans' preference, please add a copy of your DD214 and/or Veteran's Benefit letter. All documents must be uploaded by the closing date and time of this announcement.
Have you read and understood all the information listed above?

• No - If you have a questions, please contact the recruiter on the announcement.
• Yes

02

Where did you first learn about this job opportunity? (If on a website or job board, please specify which one)
03

The City of Portland sometimes gets requests for public records. Please choose the response that best fits your preference:
(Your choice will not affect your application process.)

• I want my application to stay private. I understand that the City of Portland will keep my information confidential unless required to share it by law.
• I allow my application to be shared. I understand that by choosing this option, my information is no longer private.

04

Do you have experience managing complex executive-level administrative functions, such as scheduling, travel management, purchasing practices, and procedures?

• Yes
• No

05

Minimum Qualification 1: Please describe your experience managing complex executive-level administrative functions, such as scheduling, travel management, purchasing practices, and procedures. (Limit your response to 1-2 paragraphs)
06

Do you have experience editing and proofreading communication materials, including emails, reports, and documents?

• Yes
• No

07

Minimum Qualification 2: Please describe your experience editing and proofreading communication materials, including emails, reports, and documents. (Limit your response to 1-2 paragraphs)
08

Do you have experience coordinating meetings, such as drafting agendas, arranging logistics, managing virtual and hybrid technology, and capturing detailed minutes?

• Yes
• No

09

Minimum Qualification 3: Please describe your experience coordinating meetings, such as drafting agendas, arranging logistics, managing virtual and hybrid technology, and capturing detailed minutes. (Limit your response to 1-2 paragraphs)
10

Do you have experience preparing and maintaining accurate, concise, confidential, and highly sensitive records and information?

• Yes
• No

11

Minimum Qualification 4: Please describe your experience preparing and maintaining accurate, concise, confidential, and highly sensitive records and information. (Limit your response to 1-2 paragraphs)
12

Do you have experience working with limited supervision and guidance on complex tasks, proactively managing competing priorities and deadlines to support organizational goals and executive operations?

• Yes
• No

13

Minimum Qualification 5: Please describe your experience working with limited supervision and guidance on complex tasks, proactively managing competing priorities and deadlines to support organizational goals and executive operations. (Limit your response to 1-2 paragraphs)
Required Question