Administrative Assistant (Limited Duration)

Administrative Assistant (Limited Duration)

SALARY

$28.94 - $38.79 Hourly

LOCATION

Metro Regional Center, OR

JOB TYPE

Full Time

JOB NUMBER

2025-1140-COO-LD

DEPARTMENT

Council/COO/GAPD

DIVISION

Council - General/Staff

OPENING DATE

06/17/2025

CLOSING DATE

6/24/2025 11:59 PM Pacific

Position Summary

This is a limited duration position and is expected to end on June 30, 2027. Employment beyond that date is not guaranteed.

Hello, we’re Metro! Metro is dedicated to shaping a better future for the greater Portland region. The work the people of Metro do every day benefits the lives of the people who live here, today, and tomorrow. 

The Office of the Chief Operating Officer (COO) is looking for a highly skilled, adaptable, and diplomatic Administrative Assistant to provide executive-level administrative assistance in a dynamic and fast-paced environment. This limited duration position offers a unique opportunity to work at the heart of regional decision-making. Approximately 50% of the position will be devoted to directly supporting the Metro Council President, a high-profile leader with a demanding and frequently shifting schedule. The remaining 50% will support other executive office priorities, including administrative support for the COO’s team and agency-wide initiatives.

If you’re someone who thrives on variety, enjoys solving problems on the fly, and brings discretion, professionalism, and a steady hand to complex work, we’d love to have you on our team.

As the Administrative Assistant, you will

Divide your time between supporting the Metro Council President (MCP) and the Office of the COO. While some duties span both areas, others are unique to the Council President's office due to the pace, visibility, and nature of the role.

MCP–specific responsibilities include:

• Managing the MCP’s frequently changing calendar and prioritizing meeting requests; able to rearrange the calendar at the last minute to accommodate shifting or new priorities. 
• Making administrative decisions and requests for information on behalf of the MCP based on an understanding of their priorities.
• Booking travel and coordinating logistics for the MCP.
• Monitoring and responding to the MCP’s emails and text messages, including time-sensitive follow-ups.
• Preparing meeting materials, documenting shifting priorities, and maintaining clear records of directives.
• Serving as liaison between the MCP’s office and internal staff, external stakeholders, and community partners.
• Occasionally supporting the MCP at public events, ceremonial functions, or ribbon cuttings.

Responsibilities shared across both areas (MCP and COO):

• Scheduling meetings, coordinating logistics, and maintaining calendars.
• Preparing documents, correspondence, and reports.
• Triaging and responding to inquiries via phone, email, and in person.
• Coordinating virtual and in-person meetings, including room setup and tech support (Teams/Zoom).
• Reconciling P-card purchases, processing travel authorizations, and tracking compliance documentation.
• Supporting all-staff meetings, town halls, retreats, and other team meetings.
• Identifying opportunities to improve administrative systems and streamline workflows.
• Participating in departmental meetings and contributing to a collaborative team environment.

Attributes for success

• Stays calm and resilient under pressure, able to adapt quickly in fast-paced, high-visibility settings.
• Navigates shifting expectations and political dynamics with grace, flexibility, and sound judgment.
• Builds trust and strong working relationships across all levels, internally and externally.
• Communicates clearly and professionally, both in writing and in person.
• Exercises discretion and handles sensitive information with care and confidentiality.
• Works independently, anticipates needs, and takes initiative without constant direction.
• Collaborates effectively as part of a team and supports shared goals with a positive, solutions-oriented mindset.
• Brings strong organizational skills and attention to detail, even when juggling competing priorities.
• Leverages technology confidently, including Microsoft Office suite (Outlook, Word, Excel, Teams, OneDrive, SharePoint), Google suite, Zoom including hybrid meeting setup, and enterprise systems like PeopleSoft.
• Supports and improves systems, processes, and team practices with curiosity and a focus on continuous improvement.

DIVERSITY AND INCLUSION 

At Metro, we strive to cultivate diversity, advance equity, and practice inclusion in all of its work. This means attracting and empowering a workforce that is inclusive of a broad range of human qualities. Workplace diversity is both a moral imperative and a business strength, essential to providing quality support and services to our region. Metro’s goal is to hire, develop and retain highly skilled and talented individuals across all departments and programs who best reflect the diversity of our community.   

Learn more about Metro’s Diversity Action Plan

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 in your application materials on how your background is relevant. 

Minimum qualifications

• Four years of progressively responsible administrative support, and/or general office experience, AND
• Associate’s degree in Business Administration, Office Management or related field; OR
• Any combination of education, professional, volunteer and lived experience that provides the necessary knowledge, skills, and abilities to perform the classification duties and responsibilities.

If this statement is true for you, then you may be ineligible to apply

If you were terminated for cause during any employment with Metro, or resigned in lieu of termination, you may be ineligible for rehire for a minimum of 3 years.

Hybrid telework

At this time, this position is designated as “hybrid telework.” You will have the option to work away from the office, although there may be times that coming into the office will be required. The Council Office works at Metro Regional Center on Tuesdays and Thursdays, and you may have to be in-person on some Tuesdays and Thursdays when the MCP is there. The manager will work with you to identify a schedule that balances the operational needs of the department and your needs. Employees must reside in Oregon or Washington to work at Metro.

Like to have qualifications

You do not need to have the following preferred qualifications/transferable skills to qualify. However, keep in mind we may consider them when identifying the most qualified candidates. Your transferable skills are any skills you have gained through education, work experience, including the military, or life experience that are relevant for this position.

• Previous experience providing administrative support to elected officials, executives, or high-profile public leaders.
• Familiarity with the structure and functions of regional government or public agencies.

SCREENING AND EVALUATION

The application packet: The application packet consists of the following required documents. Please ensure that you upload these documents in your online application. Make sure your application is complete, missing any part of these items could result in an incomplete application and will not be moved forward in the recruitment.

• A completed Resume that includes the details for each employer
  1. Name of employer
  2. Working title
  3. Dates of employment; including if the work was full-time or part-time your title,
  4. Number of employees supervised if any
  5. Summary of your responsibilities
• A cover letter that addresses the following prompts:
  1. Why you would like to work for Metro
  2. How you see administrative support contributing to the success of a whole team
  3. A unique or interesting skill you bring to the position

The selection process: We expect to evaluate candidates for this recruitment as follows. The selection process is subject to change.

• Initial review of minimum qualifications
• In-depth evaluation of application materials to identify the most qualified candidates
• Consideration of top candidates/interviews
• Reference checks

COMPENSATION, BENEFITS AND REPRESENTATON

The full-salary range for this position is Step 1 $28.94 to Step 7 $38.79. However, unless a candidate’s qualifications justify, based on the Oregon Pay Equity Act requirements and Metro’s internal equity review process, the appointment will likely be made between Step 1 $28.94 to the equity range Step 4 $33.51. 

This position is eligible for overtime and is non-represented. It is classified as an Administrative Assistant III.

Classification descriptions are typically written broadly and do not include the specific duties and responsibilities of the positions. View the classification description.

Questions?

Talent Acquisition Specialist: Jasmine Cárdenas 

Email: Jasmine.Cardenas@oregonmetro.gov