Executive Assistant

The mission of the UFSWQD is toequitably reduce flood risk and prepare for and respond to flood emergencies by maintaining levees conveying water when necessary and finding innovative and nature-based ways to live with more water around us while supporting community safety and the regions economic vitality contributing to the health of the river and watershed planning for a more climate-resilient future and promoting equity in all we do.

The UFSWQD manages the flood safety system in northern Multnomah system reduces flood risk for 8000 residents 60000 businesses 2000 acres of natural habitat and critical services such as Portland International Airport and the regions secondary supply of drinking water from being flooded by the Columbia River.

This position is open from Wednesday December 17 2025 until filled. Applications must be received by 11:59 pm on Sunday January 4 2026 to be considered for the first review.Resumeswill notbe accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.

The Executive Assistant provides complex confidential executive support to the Executive Director and the Division Directors for the District. This role provides administrative support such as agenda management and note taking for a variety of committees and teams within the District including Leadership Team and Capital Project this role you will support to Board members on a variety of issues.

Provides executive support with a great deal of self-direction:

• Provides support by coordinating and implementing daily tasks travel arrangements calendar scheduling meeting coordination correspondence reports and research.
• Provides administrative support for various public and committee meetings by preparing agendas and meeting materials scheduling and coordinating meeting room set up and preparing and distributing meeting minutes.
• Works with the Executive Director to support board officers in development and review of agendas and schedules board training and work sessions tours and other board activities. Coordinates the logistics and execution of public meetings including ensuring compliance with Oregon public meetings law. Point of contact for board members needing any meeting or materials support and the lead for organizing and managing public records related to board documents and public meetings. Coordinates board election communication with Multnomah County and board candidates and with the Governors board appointments office. Supports public meetings Board subcommittees and District work groups as needed.
• Independently provides customer service and interaction with the public community leaders government officials and interested parties. Track and coordinate communication follow-up.
• Drafts edits and reviews documents including preparing presentations; Performs research projects or other special projects.
• Conducts research to support executive decision-making. Research tasks may be confidential in nature and require discretion.
• Exercises initiative in identifying and managing own work; arranges for support from other departments as necessary
• Exercises independent judgment in a variety of complex administrative support functions that are sensitive in nature and require the incumbent to reflect the executives style and district policy.
• Occasional night and weekend shifts may be required to support board meetings and other events.

Other Functions

• Prepares and codes monthly p-card transactions for Directors and Executive Director.
• Reviews and streamlines office equipment procedures and office space.
• May be required to drive District vehicles in support of business operations and assignments.

Duties Applying to All Employees

It is the duty of all employees to:

• Perform other duties as assigned;
• Strive to achieve the Mission Vision and Values of the organization;
• Apply an equity lens to your work to ensure barriers to participation are removed and harm is reduced;
• Comply with public records requirements and other District policies;
• Perform the duties assigned during an emergency;
• Complete required Incident Command System training within 90 days of hire;
• Remain within a 10-hour response time during the Districts Partial Emergency Activation or as specified by the Executive Director;
• Work well with community and be a strong ambassador for UFSWQD;
• Exemplify the workplace safety culture.
• Create a culture that promotes respect inclusion and equity for the diversity of people in our workforce and community.
• Participate in the development monitoring and management of the divisions budget and related business function expenditures to ensure fiscal responsibility and alignment with organizational priorities.

Knowledge of:

• Administrative and clerical procedures and systems such as word processing file management and record keeping at an advanced level
• Structure and content of the English language including the meaning and spelling of words rules of composition and grammar at a professional level
• Oregon public meeting and public records laws
• Writing analytical and organizational skills at an advanced level
• Windows-based programs such as SharePoint Outlook Word Excel and PowerPoint at an advanced level
• Prioritize and multi-task; must be organized and flexible to change course of work/projects as circumstances dictate
• Draft complex correspondence or reports from verbal instructions
• Basic internet usage and search skills
• Establish and maintain effective cooperative working relationships with those contacted in the course of work
• Discretely and effectively handle information of a confidential or sensitive nature
• Work effectively with information management systems and adapt quickly to system changes and updates
• Communicate clearly and concisely both orally and in writing

Ability to:

• Manage time organize workload handle multiple tasks simultaneously and prioritize work in a changing environment.
• Show initiative in performing job functions and manage tasks and time effectively to meet multiple schedules and timelines.
• Be discrete strictlymaintaining confidentiality on matters of human resources organizational structure and other sensitive issues that affect the organization
• Communicate clearly both verbally and in writing. Prepare correspondence and other documents. Communicate information to a variety of audiences.
• Learn quickly and adapt quickly in a fast-paced environment
• Create positive relationships and work environments: Maintain cooperative working relationships with partners stakeholders and members of the public.
• Attend work on time
• Recognize and support the confidentiality of certain information and discussions

Education Experience and Special Requirements:

• 4 years of relevant experience in an executive assistant or administrative assistant position.
• Associates Degree in Office or Business Administration or similar course of study.
• May be required to obtain a current and valid Oregon Notary Public Certification.
• Any combination of relevant training and experience may be accepted at the discretion of the hiring supervisor.

Working Environment:This position requires sitting at a computer occasional lifting of boxes of documents or other items. This position is not considered safety sensitive. This position is full-time five days a week and is eligible for a hybrid work schedule. Hours may vary but should generally fall between 7:30am and 5:30pm.

This position may have business-related driving to various locations in support of departmental operations and assignments.

Accommodation:Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in this process. Assistance will be gladly provided upon request for any applicant with sensory or non-sensory disabilities. Please contact Tracy Olmedo at or for any questions on accessibility or accommodation during the hiring process

Veterans Preference:Under Oregon Law qualified veterans may be eligible for Veterans Preference when applying for UFSWQD positions. If you are a veteran and would like to request Veterans Preference for this job please provide qualifying documents (Copy of the Certificate of Release or Discharge from Active Duty DD Form 214 or 215; Disabled Veterans must also submit a copy of their Veterans Disability Preference Letter from the U.S. Department of Veterans Affairs) with your application submittal. Documentation must be received by the closing date and time of this recruitment for the applicant to receive Veterans Preference.

Equal employment opportunity:All qualified persons will be considered for employment without regard to race color religion sex national origin age marital status familial status gender identity or expression sexual orientation disability for which a reasonable accommodation can be made or any other status protected by law.

This position is not represented.