Executive Assistant

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

Pay Range:

$0.00 - $0.00 Annual

Department:

Department of County Management (DCM)

Job Type:

Elected Official Staff

Exemption Status:

United States of America (Exempt)

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

January 05, 2025

The Opportunity:

Annual Salary Range:

$65,000 - $70,000 

The Office of Commissioner-Elect Vince Jones-Dixon is seeking a highly organized individual to be the backbone and face of the District 4 Office at the Multnomah County Building. Are you the kind of person who enjoys team coordination, tackling competing priorities and specializes in attention to detail and follow-through?

As the Commissioner-Elect’s Executive Assistant, you will exercise independent judgment and proactively address anticipated needs in a time-sensitive way whether orchestrating the high-powered schedules for the Commissioner-Elect and Chief of Staff, coordinating community-focused events, responding to District 4 constituent issues or gracefully managing day-to-day operations. To keep all of this running smoothly, you will utilize Google Suite and other project management tools. 

Join us and let’s keep the Commissioner-Elect’s office moving forward together! 

Responsibilities will include:

Scheduling

• Effectively manage the schedule and support project work of the Commissioner-Elect and Chief of Staff; respond to meeting and event requests; compose correspondences.

• Coordinates meetings and briefings between the Commissioner-Elect and other elected officials, county executives, and external stakeholders.

• Support meetings, including booking rooms, anticipating travel requirements, preparing and routing agendas and documents, and taking meeting minutes.

Executive Support to Commissioner-Elect Jones-Dixon

• Route, coordinate and manage approvals for and post administrative procedures and executive orders on behalf of the Commissioner-Elect.  

• 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 Commissioner-Elect, as well as manage distribution lists for newsletters.

Office Management

• Oversee office management activities for the Commissioner-Elect’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.

• 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 and assist in problem solving constituent issues. 

• Provide project management support to ongoing and one-time projects, e.g., giving campaigns, coat / book / food drives, etc.  

• 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, culti