Executive Assistant 451-08-26

General Description
Provides advanced-level, confidential administrative support to the Executive Management Team (EMT). Serves as a central liaison for executive office operations, Board and committee administration, public records coordination, and agency-wide projects. The position exercises discretion and independent judgment in organizing priorities, preparing sensitive materials, coordinating deadlines, and communicating with Board members, agency leadership, legal counsel, public officials, community partners, employees, and members of the public.
Essential Functions

Provide confidential executive and administrative support
Coordinate Board administration
Coordinate public records requests
Support executive projects, communications, and agency governance
Provide professional and responsive service

Minimum Qualifications
A qualified applicant will have administrative support experience that demonstrates the knowledge, skills, and abilities required to perform the essential functions of this position, including one of the following:

Five (5) years of progressively responsible administrative support experience; or
Three (3) years of progressively responsible administrative support experience and an associate degree in business administration, office administration, public administration, or a closely related field.

Other Requirements

Background Check. All positions must pass a basic criminal history check. Conviction of a crime may not necessarily prohibit employment. Some may require additional clearance, including but not limited to national or state fingerprinting.
Driving for Agency Business. Ability to secure and maintain a driver’s license in the State of Oregon. May require proof of personal automobile liability insurance [ORS Chapter 806] and use of a personal vehicle for business use.

Knowledge, Skills, and Abilities

Support the Agency’s mission and values.
Provide advanced administrative support to senior executives and governing boards with a high degree of discretion, tact, diplomacy, and political awareness.
Understand and apply agency policies and applicable requirements related to public meetings, public records, records retention, confidentiality, and administrative governance.
Organize complex calendars, meetings, projects, records, and deadlines involving multiple stakeholders and competing priorities.
Exercise sound independent judgment, recognize sensitive or high-risk issues, and elevate matters appropriately.
Prepare clear, accurate, and professional correspondence, minutes, reports, presentations, agendas, and meeting materials.
Research, verify, analyze, and summarize information from a variety of sources.
Maintain confidentiality and appropriately handle personnel, labor relations, legal, financial, and executive information.
Establish effective working relationships with Board members, executives, managers, employees, public officials, partners, and members of the public.
Use standard office technology, virtual meeting platforms, records systems, databases, spreadsheets, and presentation software.
Work independently with general direction, anticipate needs, follow through on commitments, and adapt to changing priorities.
Maintain professionalism and composure while working with frequent interruptions and sensitive or time critical matters.

Work Environment and Physical Demands
Work is generally performed in an office setting with frequent interruptions and a typical office noise level. The position may occasionally interact with individuals experiencing distress or difficult circumstances and may be required to attend meetings or travel outside regular business hours.
The following capabilities are required to perform the essential functions of this position:

Use a computer, telephone, and other office equipment.
Work in a typical office or remote office environment with frequent interruptions.
Remain in a stationary position, sitting or standing, for extended periods.
Occasionally stand, walk, stoop, kneel, reach, or bend.
Maintain sustained concentration while using computer screens, keyboards, and a variety of peripherals.
Use repetitive hand motions and handle objects.
Lift or move up to 20 pounds.
Travel to agency offices, Board meetings, or community locations as assigned.