Executive Assistant-Chairs Office

Current employees: Please apply through the employee portal to be considered for this opportunity.

Pay Range:

$0.00 - $0.00 Annual

Department:

County Chair

Job Type:

Elected Official Staff

Exemption Status:

United States of America (Exempt)

Closing Date (Open Until Filled if No Date Specified):

The Opportunity:

Salary: $85,000 - $90,000

Position is open until filled

OVERVIEW

Calling All Office Rockstars: Do you thrive as the hub of energy while connecting the dots and ensuring everyone is in sync? Are you the kind of person who brings joyful team coordination, tackles competing priorities and specializes in attention to detail and follow-through? We're on the search for a brainy, consistent, hard-working and dynamic individual to be the pulse and heartbeat of our Chair’s Office.

As the Chair’s Executive Assistant, while you exercise independent judgment, you’ll also proactively address anticipated needs in a time-sensitive way. Whether orchestrating the high-powered schedules for our Chair and Chief of Staff, coordinating community-focused events, or gracefully managing day-to-day operations, you've got this covered! Plus, you're best friends with the Google Suite and familiar with project management tools. Join us and let’s keep this Chair’s office moving forward together.

Responsibilities will include:

Scheduling

• Effectively manage the schedule and support project work of the Chair and Chief of Staff; respond to meeting and event requests; compose correspondences.
• Coordinates meetings and briefings between the Chair and other elected officials, county executives, and external stakeholders.
• Take initiative by following up and following through, and prioritizing conflicting issues to ensure that all team and organization-level objectives are met.
• Work closely with both the Chair and Chief of Staff to keep them well informed of upcoming commitments and responsibilities.
• Support meetings, including booking rooms, anticipating travel requirements, preparing and routing agendas and documents, and taking meeting minutes.

Executive Support to Chair Vega Pederson

• Route, coordinate and manage approvals for administrative procedures and executive orders on behalf of the Chair.
• Answer and screen phone calls and correspondence; respond to and prioritize inquiries, comments, and requests.
• Format and send out emails on the behalf of the Chair, as well as manage distribution lists for the Chair’s newsletter.
• Serve as a backup to the Constituent Services Coordinator as needed.

Office Management

• Oversee office management activities for the Chair’s office, including sponsorships, event coordination, scheduling, accounts payables/receivables, travel and training, and purchasing.
• Act as point person for day-to-day internal services such as: Network approver, Telecom liaison, and Facilities work orders.
• Serve as a member of the Multnomah Building Safety Committee and perform floor safety walk-thrus.
• Proactively monitor supply levels of vital office supplies (e.g. printer toner, paper supplies) and make purchases to support business continuity.
• Coordinate, research, recommend and manage details for various issues including office equipment, purchases, space utilization, building maintenance and related administrative support.

Special Projects and Event Coordination

• Provide technical assistance, guest support, and space and refreshments planning for special events and meetings.
• Draft correspondence in response to constituent inquiries, in collaboration with the Constituent Services Coordinator.
• Participate on various committees and special projects as assigned.

The ideal candidate will demonstrate the following competencies:

• Organized - You know how to multitask, prioritize, and get things done with frequent interruptions. You’re able to navigate complex administrative systems with ease and minimal direction. You have project management skills and can prioritize and ensure important things get done in a timely manner.
• Outstanding Professionalism - You pride yourself on your ability to establish and maintain cooperative working relationships with people from diverse backgrounds, including internal and external senior leadership, as well as residents throughout Multnomah County.
• Organizational Savviness - You are able to navigate the County's organizational structure, cultivate positive working relationships, and anticipate and effectively respond to rapidly changing conditions.
• Communication – You have excellent verbal and written skills and are able to interact with others with diplomacy and tact. You are able to handle sensitive information with discretion and confidentiality
• Excellent Technology Skills - You’re proficient in Google Suite (Calendar, Gmail, Docs, Sheets, and other Google products). You have a high level of technological capacity, and ideally are familiar with project management tools (e.g, Asana).

TO QUALIFY

We will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying unless an item or section is labeled required. Please be clear and specific about how your background is relevant. For details about how we typically screen applications, review our overview of the selection process page.

Minimum Qualifications/Transferable Skills*:

• Two (2) years of increasingly responsible administrative / office management experience that includes complex scheduling.
• Equivalent to an Associate of Arts degree (in lieu of degree, a total of four years of relevant administrative support experience will be accepted).
• Experience in public policy with familiarity on community issues and local government.
• Experience interacting with volunteers, constituents or customers.
• Strong written and verbal communication skills, with demonstrated ability to effectively communicate with a diverse range of stakeholders.
• Ability to pass a professional reference check.

Preferred Qualifications/Transferable Skills*: You do not need to have the following preferred qualifications/transferable skills to qualify. However, keep in mind we may consider some or all of the following when identifying the most qualified candidates. Please clearly explain on your application how you meet any of the following preferred qualifications/transferable skills.

• Experience with supporting an elected official or senior-level executive, including drafting email correspondence on their behalf.
• Community outreach experience.
• Critical and strategic thinking skills, with strong organizational skills.

*Transferable skills: Your transferable skills are any skills you have gained through education, work experience (including the military) or life experiences that are relevant for this position. Be sure to describe any transferable skills on your application and clearly explain how they apply to this position.

SCREENING AND EVALUATION

Application Packet: Your completed application must include the following items:

• A completed online application.
• An uploaded resume covering relevant experience and education. Please be sure your resume includes the following for each employer: name of employer, location, dates of employment, your title, and a brief summary of your responsibilities.
• An uploaded cover letter that expands on your resume and addresses:
  • Why you are interested in the role and how have your experiences and skills prepared you to do this work in support of Multnomah County Chair, Jessica Vega Pederson.
  • Your commitment to and experiences (professional and/or lived) with supporting and engaging diverse communities and how you'd bring that into this role.
  • Your problem solving skills.

Note: The application, resume and cover letter should demonstrate your work experience/skills and how it is related to those shown in the Overview and To Qualify sections of the job announcement. Please be thorough, as these materials will be scored and determine your eligibility to advance in this recruitment process. Refer to your relevant experience (paid or unpaid) and training.

Internal candidates: After you have submitted your application, please check your Workday inbox and complete the Veterans’ Preference Questionnaire prior to the application deadline.

The Selection Process and Timeline: For details about how we typically screen applications, review our overview of the selection process page. We expect to evaluate candidates for this recruitment as follows:

• Application Review: We will review the education and work experience sections of the applications to identify the candidates who meet the minimum qualifications as stated in this announcement. We may conduct a more thorough review of all remaining applications to identify the most qualified candidates.
• Panel Interview(s)
• Background Check and Reference Checks: All finalists must pass a thorough background and reference check.

Additional Information:

This recruitment may be used to fill full-time, part-time, regular, temporary, limited duration and on-call positions.

Type of Position: This position is classified as a Staff Assistant and is an Executive/Unclassified position and serves at the pleasure of the Chair and may be subject to discharge at any time. This salaried, executive position is not eligible for overtime. Typical work hours are 8:00 am - 5:00 pm, Monday through Friday.

Work Location:This position works onsite 5 days per week, with occasional remote work. The incumbent must reside in Oregon or Washington. The onsite work location for this position is at the Multnomah Building: 501 SE Hawthorne Blvd., Portland, OR 97214.

Benefits: Multnomah County offers a generous benefits package. More information about our benefit offerings can be found on the Multnomah County Benefits webpage.

Pay Equity: When setting pay, we consider applicants’ education, experience, seniority, training, and tenure in relation to other employees performing a similar level of work.

In accordance with Oregon Law, Multnomah County is not collecting school attendance dates in the initial application process; please do not include these dates in your resume, cover letter and other application materials.

Diversity and Inclusion: At Multnomah County, we don't just accept difference; we value it and support it to create a culture of dignity and respect for our employees.

We are proud to be an Equal Opportunity Employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran or protected veteran status, genetic information and other legally protected characteristics. The EEO Know Your Rights poster is available for your reference. Multnomah County is a VEVRAA Federal Contractor. We request priority protected veteran referrals.

Veterans’ Preference: Under Oregon Law, qualifying veterans may apply for veterans’ preference. Review our veterans’ preference page for details about eligibility and how to apply.

Accommodation under the Americans with Disabilities Act: We gladly provide reasonable accommodation to anyone whose specific disability prevents them from completing an application or participating in this recruitment process. Please contact the recruiter below in advance to request assistance. Individuals with hearing or speech impairments may contact the recruiter through the Telecommunications Relay Service by dialing 711.

Questions?

Recruiter:

Norman Ross

Email:

norman.ross@multco.us

Phone:

+1 (503) 9882568 x82568

Application information may be used throughout the entire selection process. This process is subject to change without notice.

Disclaimer: This announcement is intended as a general descriptive recruitment guide and is subject to change. It does not constitute either an expressed or implied contract.

Job Profile:

9400 - Staff Assistant