Portland Community College | Portland, Oregon

Executive Assistant IV

• Title: Executive Assistant IV
• Category: Confidential
• FLSA: Exempt
• Grade: JJ

Job Summary

Under the direction of a Vice President or Chief, provides complex and confidential support requiring discretion and independent judgment in matters of significance. The primary duties and responsibilities involve the oversight of Administrator’s office operations. Typical responsibilities include: coordinating Administrators calendars arranging meetings and events; assisting in budget preparation; processing paperwork; providing assistance to students, staff, and the public; and representing the Administrator’s office on committees and meetings.

Distinguishing Characteristics

The Executive Assistant is distinguished from other Administrative support positions by its responsibility for providing high-level support to a Vice President or Chief, and is focused on a specific department or area. Assignments require a high degree of confidentiality and involve interactions with multiple levels of staff and contacts outside the area of assignment/campus.

Typical Duties and Responsibilities

1. Provides complex administrative support for an assigned Vice President or Chief, which may include: making travel arrangements; purchasing and initiating payment for office supplies, equipment, and services; coordinating computer hardware and software support; processing and monitoring basic office forms; and/or, performing other related activities.
2. Prepares, maintains, and creates various schedules and/or events.
3. Maintains calendar, including the coordination of meetings for large groups.
4. Takes and transcribes minutes of management meetings; distributes agendas, minutes, and other materials to attendees.
5. Serves as a clearinghouse for communications, which includes prioritizing, disseminating, composing, and distributing information to College personnel, the public, and key decision makers within the College.
6. Disseminates oral and written communications and information as requested to external and internal customers.
7. Manages activities within the office, which includes: communications, budgeting, workflow, inquiries, and/or other related information. Represents Vice President or Chief with the public and the community.
8. Leads, trains, supports and mentors new Executive Assistant’s to the College’s processes and procedures.
9. Maintains confidential files and records for assigned area of responsibility.
10. Initiates, coordinates, and revises policy recommendations for presentation to the Board.
11. Participates in developing and monitoring budgets, grants, initiatives, and/or other grant funding sources as assigned. Analyzes financial constraints and timelines, prepares and analyzes financial reports, and prepares requests for contingency fund transfers.
12. Serves as the project manager for facilities requests and organizational needs; conducts research and analytical activities, which involves gathering background material and data in support of projects.
13. Reviews and processes a variety of paperwork, which may include: requisitions, grants, applications, travel authorizations, employment contracts, business expenses, pay-related documents, timesheets and/or other related items.
14. Compiles, composes, edits, produces, and distributes detailed memos, e-mails, correspondence, complex policies, reports, speeches, and/or presentations.
15. Serves as backup to the Executive Coordinator
16. Staffing boards and district wide initiatives support at direction of Exec Coord
17. Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

Minimum Qualifications

Associate’s Degree in business administration or related field. Relevant experience may substitute for the degree requirement on a year-for-year basis. Five (5) years of progressively responsible administrative support experience.

Knowledge and Skills

Knowledge of:

• Office management practices and standard operating procedures;
• Customer service principles;
• Applicable Federal, State, and Local laws, rules, regulations, codes, and guidelines;
• Recordkeeping practices and procedures;
• Filing techniques and practices;
• Modern office equipment;
• District policies and procedures;
• Budgeting principles and procedures;
• Grammar, punctuation, and spelling;
• Mathematical principles and concepts.

Skills in:

• Operating modern office equipment;
• Maintaining records;
• Composing, editing, proofreading, and formatting letters, correspondence, reports, and other written materials;
• Developing, tracking, and monitoring budgetary expenditures and other fiscal items;
• Reading and interpreting applicable laws, rules, regulations, codes, guidelines, policies, and procedures;
• Taking, preparing, and disseminating meeting minutes;
• Working independently;
• Maintaining confidentiality;
• Performing mathematical calculations;
• Gathering and organizing information;
• Keyboarding;
• Working with diverse academic, cultural and ethnic backgrounds of community college students and staff;
• Utilizing computer technology used for communication, data gathering and reporting;
• Communicating effectively through oral and written mediums.

Work Environment and Physical Requirements

This job operates in a professional business office environment on a PCC campus, with frequent interruptions and irregularities in work schedule. While performing the duties of this job, the employee is regularly required to maintain a stationary position for long periods of time (sitting or standing); communicate with employees, partners, and stakeholders; and operate a computer to develop work products, communicate, and carry out responsibilities. Occasionally the employee is required to travel to other campuses to attend meetings, access items, and utilize equipment, and, rarely, move or transport items up to 10 pounds. Ability to provide own transportation to and from campuses and/or offsite functions may be required.

New: 9/2023

Portland Community College is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected class.