Executive Assistant

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. Resumes will not be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.

Are you an organized, resourceful professional who thrives in a fast-paced environment and loves being the go-to person for making things happen? The UFSWQD is looking for an Executive Assistant who can bring exceptional attention to detail, discretion, and a proactive mindset to support our Executive Director and leadership team. In this role, you’ll be at the heart of our operations, like managing calendars, coordinating meetings, and ensuring smooth communication across the District and with our Board.

If you’re someone who enjoys juggling complex tasks, building strong relationships, and making a meaningful impact behind the scenes, we’d love to have you on our team!

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 Team. In 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 Governor’s 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 executive’s style and district policy.
• Occasional night and weekend shifts may be required to support board meetings and other events.

• 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.

• 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 District’s Partial Emergency…