Confidential Executive Assistant to the Superintendent - 1.0 FTE - Prophet Education Center

Portland Public Schools (PPS) is seeking talented people from diverse backgrounds and experiences to lead change and inspire PPS students. At PPS, every employee, despite having different roles, is an educator. We hope to attract talented educators who model the core PPS Educator Essentials. With the District’s focus on eliminating systemic racism and its adverse impact on student learning, we seek to hire individuals who bring to our district a deep commitment to racial equity and social justice.

The District is committed to equal opportunity and nondiscrimination in all its educational and employment activities. The District prohibits discrimination based on perceived or actual race; national or ethnic origin; color; sex; religion; age; sexual orientation; gender expression or identity; pregnancy; marital status; veteran’s status; familial status; economic status or source of income; mental or physical disability or perceived disability; or military service.

504 Coordinator: Katie Loewen, kloewen@pps.net, 503-916-3337 x63337

ADA Coordinator: Jey Buno, jbuno@pps.net, 503-916-3360

Title IX Program Manager: Bobby Cruz, bcruz@pps.net, 503-839-3660

Accessibility Statement

This job is open until filled. Applications will be reviewed as received. Portland Public Schools reserves the right to make a hiring decision at any point during the posting period. First review of applications will begin 5/8/2025.

Under administrative supervision, provide primary executive assistance and support for the Office of the Superintendent of Schools or to senior-level executive leaders reporting to and serving on the Superintendent’s Cabinet; serve as initial contact and interface on behalf of the executive; compile and prepare complex data, presentations and reports for district and public dissemination; provide expertise to the administrative support functions, staff and activities of the office, exercising professionalism, exemplary judgment, discretion and confidentiality.

The classification specification does not describe all duties performed by all incumbents within the class. This summary provides examples of typical tasks performed in this classification.

DISTINGUISHING CHARACTERISTICS OF THE CLASS

The Confidential Executive Assistant, Confidential Executive Assistant II and Confidential Executive Assistant to the Superintendent of Schools provide primary office management and executive-level administrative, secretarial and clerical support to members of the Superintendent’s Cabinet or to the Office of the Superintendent. The Confidential Executive Assistant II reports to a senior leader who supervises 200-level leaders (or above). Employees in these classifications perform a variety of complex and technical assignments and are expected to take a pro-active approach to anticipating the needs of the office and the executive. Employees demonstrate initiative to carry out their responsibilities and must apply a thorough knowledge of the organizational structure, functions and policies of the district in performing and coordinating their responsibilities. A high degree of integrity, professionalism, cultural responsiveness and discretion, along with an exemplary work ethic is paramount.

These classifications differ from the Administrative Assistant, which serves as the primary administrative secretarial and clerical support classification assigned to the offices and activities of members of the Superintendent’s cabinet.

Office practices, procedures and equipment.

Telephone techniques and etiquette.

District organization, operations, policies and objectives.

Financial and statistical record-keeping techniques.

Effective customer service techniques.

Public purchasing and contracting guidelines and laws.

Existing and emerging technologies, business and web page software applications, including word processing, spreadsheet, database and presentation software.

Correct English usage, grammar, spelling, punctuation and vocabulary.

Interpersonal skills using tact, patience and courtesy.

Oral and written communication techniques.

Budgeting practices including monitoring and control.

Methods of collecting and organizing data and information.

Business letter and report writing techniques.

Perform multiple complex and responsible administrative and secretarial support duties simultaneously with constantly changing priorities and deadlines.

Exercise a high level of public relations and communications skill in interactions with public and district employees. Welcome and empower students and families, including underrepresented families of color and those whose first language may not be English, as essential partners in student education, school planning and District decision making. Demonstrate a strong customer service orientation.

Read, interpret, communicate and implement a variety of complex laws, guidelines, initiatives and policies.

Maintain confidentiality and demonstrate discretion, initiative and good judgment.

Plan, organize and complete assignments independently with little direction and constant interruptions.

Learn and implement PPS board policies.

Analyze situations accurately and adopt an effective course of action. Compose correspondence and written materials independently or from oral instructions.

Assure efficient and timely completion of office and program projects and activities.

Advocate, model and implement Portland Public School’s Equity Initiative and board policies.

Organize, administer, coordinate and oversee office activities.

Manage workflow through prioritizing and tracking tasks and projects.

Work collaboratively with a multitude of stakeholders, including parents, students, district staff and community partners. Establish and maintain cooperative and effective working relationships with others.

Operate a variety of office equipment and technologies.

Learn and use a variety of software programs, such as Google platforms, Microsoft Office Suite, PeopleSoft, Sharepoint, Synergy and other programs.

Create and maintain a variety of budget, financial and statistical records and general office filing systems.

Adapt to and thrive in a dynamic work environment.

Research, compile and verify data and prepare reports.

Communicate effectively both orally and in writing.

Provide leadership, work direction and guidance to designated staff.

Equivalent to completion of the twelfth grade, supplemented by college-level course work in secretarial science, English, communications, business administration, or a related field is required.

Three (3) years of experience in an administrative or equivalent secretarial assignment with Portland Public Schools, including demonstrated mastery of word processing, spreadsheet and presentation software

OR

Five (5) years of professional experience in an Executive or Administrative secretarial position in private industry or an external public agency is required.

Microsoft Office Suite, including demonstrated mastery of word processing, spreadsheet and presentation software, web page design and PeopleSoft or similar database software experience is required. Lead or supervisory experience and experience working in a richly diverse environment are highly desirable.

Any other combination of education and experience that would likely provide the required knowledge and abilities may be considered.

Positions in these classifications may require occasional evening and weekend work hours to set up and attend meetings.

Positions in these classifications may require the use of a personal automobile and possession of a valid driver’s license.

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Persons with certain disabilities may be capable of performing the essential duties of this class with or without reasonable accommodation, depending on the nature of the disability.

Work Environment: Work is performed primarily in a standard office environment with extensive student, parent and public contact and frequent interruptions.

Hazards: Potential conflict situations.

Physical Demands: Primary functions require sufficient physical ability and mobility to work in an office setting; dexterity of hands and fingers to operate a computer keyboard and other office equipment; sitting or standing for extended periods of time; kneeling, bending at the waist, reaching overhead, above the shoulders and horizontally to retrieve and store files and supplies; lifting, pushing, pulling and carrying office equipment, supplies and materials weighing up to 25 pounds; repetitive hand movement and fine coordination to use a computer keyboard; emotional stability to work effectively under pressure and to keep all aspects of the job under control; hearing and speaking to exchange information in person or on the telephone; seeing to read, prepare and assure the accuracy of documents.

Salary Grade: 24

Pay Range: $77,944 - $93,128

Portland Public Schools (PPS) offers several competitive and comprehensive benefit packages to employees. Fringe benefits include medical, dental, vision, prescription, life and disability insurance, employee assistance program, 403(b) retirement savings plan and various leave and professional development programs. Depending on the insurance option selected by the employee, there may be an employee contribution toward insurance.

Portland Public Schools is a public employer and participates in the Public Employees Retirement System (PERS/OPSRP). Eligible employees are required by statute to contribute 6% of salary on a pre-tax basis to OPSRP/IAP, after serving six months under a PERS employer.

For more information about additional benefits or compensation options by employee group, please visit our website at: https://www.pps.net/Page/1635