Program Assistant

Position Summary

Metro is dedicated to shaping a better future for the greater Portland region. The Planning, Development, and Research Department is looking for a Program Assistant to provide and coordinate administrative, project management, office, committee, confidential, and technical support to dynamic staff and associated program/projects within the Regional Transportation Division.

• Schedule and coordinate complex logistics for on and off‑site and virtual meetings, webinars, and event logistics, including researching and reserving locations, sending notices, preparing materials, coordinating attendees, room and technology set‑up, catering, and post‑event cleanup.
• Provide administrative support for public and formal committee meetings/workshops by tracking and preparing agendas, work programs, and meeting materials; scheduling and coordinating room set‑up or Zoom, attending meetings, preparing and distributing minutes, arranging catering, tracking roster, processing stipends, and managing meeting records. (Current committees: Transportation Policy Alternatives Committee monthly, Regional Transit Forum quarterly)
• Assist with coordinating, editing, and routing legislation using electronic systems for approval.
• Receive public record requests and coordinate with division staff and record analyst to fulfill them.
• Coordinate administrative logistics for assigned project activities.
• Assist communications with administrative tasks for program engagement efforts.
• Prepare documents, reports, spreadsheets, charts, tables, and other products based on staff directions.
• Maintain record‑keeping systems (Content Manager, Network), including formal decision records.
• Update program web pages as needed.
• Schedule and coordinate logistics for in‑person and virtual staff meetings and events; take notes at team meetings if required.
• Assist in coordinating administrative functions, communications, and liaise with internal departments, divisions, and other agencies.
• Screen, prioritize, filter and respond to snail mail, email, phone calls, visitors, and routes to appropriate contacts; monitor shared Outlook inboxes; forward public comments to staff; respond directly to community member concerns related to assigned program area.
• Establish and maintain databases, and update staff, project, and client contact lists.
• Serve as purchasing coordinator for the division; manage purchasing card, upload receipts, and submit documentation to US Bank Access program monthly.
• Assist other department support staff as needed.
• Ensure activities comply with relevant laws, rules, regulations, Metro and department policies and procedures.
• Prepare letters for signatures, respond to phone calls, and send email correspondence to Metro departments, other agencies, and the public as requested.
• Conduct research and communications with outside agencies, businesses, and partners.
• Coordinate and process staff registrations and travel.
• Perform other duties as assigned.

• Ability to work well under pressure with routine interruptions, last‑minute requests, and changing priorities.
• Advanced experience with Microsoft Suite, Adobe, Teams, Zoom, and Content Manager.
• Strong organizational, time‑management, problem‑solving, and analytical skills to prioritize work and meet deadlines accurately.
• Strong written, email, and verbal communication skills; ability to communicate professionally with stakeholders.
• Proactive, can plan, foresee, and resolve issues before escalation; manage competing priorities.
• Willingness to attend early‑morning or late‑evening meetings occasionally.

• Three years of administrative and/or clerical work experience, and
• High school diploma or G.E.D., or
• Any combination of education, professional, volunteer, and lived experience that provides the necessary knowledge, skills, and abilities to perform the duties and responsibilities.

Work is performed in a standard office environment with intermittent workflow interruptions and occasional skill upgrades. Minimal physical exertion is required. Keyboarding and 10‑key functions are necessary. Occasional early‑morning or evening meetings…