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Port of Astoria - Executive Assistant


Posted: 3/20/2024
Salary: $25-$29 an hour DOE
Location: Astoria, OR


Position Objectives: Executive Assistant acts as a point of contact for our employees, Commission, customers, and business partners. Responsibilities include supporting regular office operations, screening phone calls, and scheduling internal meetings. Excellent organization skills, along with the ability to prioritize tasks and meet deadlines, are a must. The Executive Assistant is a detail orientated, highly-motivated, independent worker and a proactive problem solver, that provides administrative support to our staff and Commission and ensures all daily procedures run smoothly. This position reports directly to the Executive Director.


Essential Duties and Responsibilities:

  • Serve as the front-line contact at the Port administrative office
  • Handle all incoming calls and assists callers with general questions, identifies correct department and re-directs calls to appropriate personnel
  • Maintain polite and professional communication via phone, e-mail, and mail
  • Distribute incoming mail
  • Manage and track incoming vessel parcels and facilitate billing
  • Manage and order office supplies
  • Schedule and coordinate meetings, Port events, appointments, calendars, and travel arrangements as requested
  • Responsible for the workflow of Port documents, to include obtaining proper signatures from all required parties, creating digital copies, and maintaining hard copies in compliance with Port/State records retention policies
  • Responsible for complying within response standards for public records requests
  • Responsible for facilitating parking ticket dispute applications
  • Prepare, modify, and distribute correspondence, reports, drafts, memos, e-mails, presentations, etc., on behalf of various Port departments and the Port Commission
  • Coordinate all Port Commission, committee, and project meetings including room setup and audio-visual components
  • Prepare, distribute, and maintain Commission records, including meeting agenda, packets, and minutes
  • Provide administrative support for operational projects as assigned to include the compilation of project calendars and the recording and tracking of costs
  • Process daily cash/check receipts
  • Provide on-demand updates to Port website
  • Maintain Port's social media presence on Facebook and other sites as needed
  • Update office policies as needed
  • Maintain a safe and clean working environment by complying with procedures, rules, and regulations; consistently maintain a professional demeanor and work ethic
  • Other duties and special projects as assigned to support Port operations


Education and Experience: High School Diploma/GED required; Associates, bachelors, or other certification in business administration, public administration, or a related field is preferred. Proven work experience as an Executive Assistant, Administrative Coordinator, Administrative Assistant, or similar role; previous experience working for a government or public entity is a plus. Hands-on experience with MS Office Suite (particularly MS Word and MS Excel) and Adobe Acrobat. Familiarity with office equipment, practices, and procedures. Experience or familiarity with basic graphic design work and use of social media platforms preferred.


Skills: Strong computer skills, particularly with Microsoft Excel and Microsoft Word. Excellent verbal and written communication skills to include composition of new documents and editing of existing documents that will ultimately be released as permanent public records. Basic math skills. Solid time-management with the ability to prioritize tasks.


Ability: Communicate effectively both verbally and in writing; maintain effective working relationships with other employees, Port Commissioners, outside contacts and the general public; detail orientated; problem solve independently; establish appropriate priorities; handle confidential information.


Working Conditions: Primarily in an office environment. Work involves a significant level of contact with others, both inside and outside the organization, and includes a wide variety of duties and responsibilities. The work schedule is generally Monday- Friday 8am-4:30pm, though evening meeting attendance is required per Port Commission meeting schedule.


Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of this job. The employee must be able to lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position is hourly. Rate is $25-29/hr DOE. Includes health, vacation and retirement benefits.