Are you ready for the next step in your administrative career? Join our team at Tualatin Valley Fire & Rescue!
The executive assistant is responsible for a wide variety of highly complex and confidential administrative duties supporting the executive leadership in the Fire Chief’s Office and the board of directors.
The executive assistants work as a team supporting the executive leadership and working on various projects and planning events.
Please see the recruitment flyer for information on the ideal candidate.
Consideration of candidates will begin immediately, and the open period may close without notice when a sufficient number of qualified candidates are received.
Duties and responsibilities include:
Schedule Coordination
Coordinate the schedules of assigned individuals with internal and external contacts, ensuring appointments and meeting locations are confirmed, conflicts are recognized and avoided, and supporting documents are received, updated and accessible.
Meeting Support
Provide on-site administrative support for assigned individuals and other committee meetings, including scheduling, verifying attendance, document and speaking point preparation and distribution, room set-up, food and technology support, and minutes.
Record Keeping
Protect and release confidential information in compliance with District disclosure policies, exercising a high level of discretion. Perform routine reporting tasks to comply with regulatory agencies.
District Intranet
Develop and maintain information and documentation stored on assigned sections of District’s intranet platform.
Work Products
Compose, edit, format, proofread, publish and distribute work products including, but not limited to reports, communications, and presentations from drafted content notes or other parameters.
Travel Arrangements
Maintain and confirm travel arrangements for assigned individuals and visiting dignitaries. Prepare and adjust itineraries and supporting documentation, including conference registrations, forms, per diem calculation, and expense reimbursement completion.
Other Support and Special Assignments
Provide general administrative support including fielding incoming phone, email, and written communications, and addressing other day-to-day administrative tasks, some of which require on-site work. Manage formatting standards and publication of District and Board of Directors policies, forms, and Special Orders. Specific assignments will vary depending on the needs of the Fire Chief’s Office.
Please refer to the job description for information and details on the specific duties and responsibilities of the position.
The education and experience minimum requirements below are those typically required for performing the job functions (unless specifically noted to be preferred). Equivalent combinations of education and experience may be considered.
EDUCATION:
High school diploma or equivalent.
EXPERIENCE:
Five (5) years of administrative experience, including experience coordinating complex schedules and meetings.
POSITION SPECIFIC REQUIREMENTS:
Ability to exercise considerable discretion and make sound decisions under limited supervision and in accordance with established policies. Results of incumbent’s decisions have significant reputational and other impacts to the District, members of the executive staff, and Board of Directors.
Ability to use excellent public relations skills and judgment in dealing with the public, executives, and officials from other agencies.
Advanced knowledge of software programs within the Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, Internet Explorer, and SharePoint.
Please refer to the job description for further information and details on the qualifications of the position.
Consideration of candidates will begin immediately, and the open period may close without notice when a sufficient number of qualified candidates are received.
COMPENSATION
The monthly salary range within a step system for this position is $5,273 – $7,133 per month. The starting pay assignment is based on a candidate’s bona fide factor analysis in accordance with the District’s pay equity system and the Oregon Equal Pay Act. Based on the candidate’s bona fide factors the maximum starting salary would be no higher than $6,323 per month.
TVF&R evaluates each applicant’s work history and responses to supplemental questions. Please be sure to thoroughly answer the application’s supplemental questions to ensure our subject matter experts can appropriately evaluate your experience and qualifications.
WORK LOCATION
Tualatin Valley Fire and Rescue strives to provide exceptional internal and external customer service. To ensure a collaborative and supportive environment with both the public we serve and our co-workers, employees perform their work on-site at the assigned work location.
VETERANS PREFERENCE
It is the District’s policy to provide eligible veterans with preference as required by law. Applicants must provide certification of eligibility for entitlement to the preference (e.g. DD-214 long-form clearly showing discharge status). TVF&R is an equal employment opportunity employer and seeks to attract a diverse workforce that reflects the community we serve in order to deliver safe, professional, and high-performance service.
TVF&R is an equal employment opportunity employer and seeks to attract a diverse workforce that reflects the community we serve in order to deliver safe, profession, and high-performance service.