Senior Executive Assistant
Executive Department
About the City of Portland Executive Department:
The City of Portland is Maine’s largest and busiest City with 60,000+ residents, 2,000+ employees, and a wide variety of departments and programs dedicated to serving its citizens and the greater Portland area. The City is guided by an eight-member City Council and a full-time, elected Mayor. The day-to-day operations of the City are managed by the City Manager, her two Assistant City Managers, and all of their direct reports.
Job Summary:
This position sits within the Executive Department and reports directly to the City Manager. The Senior Executive Assistant helps manage the day-to-day administrative functions of the Executive Department, including constituent contact. This position also assists the Mayor and Council with basic administrative tasks including scheduling, calendar management, communication assistance, etc.; however, this position is not involved in supporting elected officials with policy making or research.
Duties & Responsibilities:
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Receives and responds to constituent inquiries by phone, email, and in person.
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Assists the Special Assistant to the City Manager with various administrative tasks as needed.
- Helps manage the Mayor’s calendar and scheduling.
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Supports the Mayor and Council with administrative tasks.
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Completes weekly payroll and coordinates with the Finance Department on other aspects of the Executive Department’s finances, including budget, accounts payable, payroll, purchasing card reconciliation, etc.
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Acts as a liaison to the Human Resources Department, Finance Department, and Information Technology Department.
Required Skills & Experience:
Associate's degree in business or a two-year technical certificate and two years of prior executive assistant work; or an equivalent combination of education, experience, and training that provides the necessary knowledge, skills, and abilities to perform the work.
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Experience with composing and preparing correspondence and other official communications; ability to edit and write reports.
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Excellent computer skills in Windows and Google environments.
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Demonstrated ability to make independent decisions in accordance with established policies and procedures.
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Strong organizational, communication, and interpersonal skills, with the ability to establish and maintain effective working relationships with other employees, elected officials, and the public, and to deal with public relations problems courteously and tactfully.
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High levels of integrity and discretion, with the demonstrated ability to maintain confidential information as it relates to personnel issues, union negotiations, and budget information.
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Highly motivated, organized individual with a positive attitude who is able to work effectively with minimal supervision.
Preferred Skills & Experience:
Strong preference for knowledge of public administration, with particular reference to local government.
Expected Hours/Schedule:
This is a full time position working Monday through Friday, 8:30am-4:30pm, during City Hall hours of operation.
Applications accepted until July 27, 2026.
Offers of employment are contingent upon the completion of a satisfactory criminal background check.
Salary & Benefits:
This is a non-union position, Grade B24, with a starting pay range of $53,761.76 - $60,508.76, based on relevant years of experience.
For more information about compensation with the City of Portland, please refer to the City's policies and pay plan
The City of Portland prides itself on its outstanding benefits and collegial and mission-driven work environment. City benefits include:
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Free employee health insurance with the completion of wellness incentives
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Thirteen paid holidays
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Sick, vacation, and personal leave
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Life, dental, vision and income protection insurances
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Choice of retirement plans, including a pension plan
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Use of City recreation facilities
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Fitness Reimbursement
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Discount on professional development programs through USM and Thomas College
If you have any questions or need assistance with the application, please email Human Resources at [email protected] or call 207-874-8624.
The City of Portland believes that to do our best work, our employees need to reflect the diverse, vibrant community we serve. We are an equal opportunity employer and are committed to celebrating all dimensions of diversity in the workplace. Applicants are considered without regard to race, color, religion, gender, gender identity, gender expression, sexual orientation, national origin, age, veteran status, disability, or any other applicable legally protected characteristics. If you need to request a reasonable accommodation, please call 207-874-8624 or email [email protected].
Type : INTERNAL & EXTERNAL
Group : NON UNION
Job Family : ADMIN & SUPPORT SERVICES
Posting Start : 07/17/2026
Posting End : 07/27/2026
Details : Job description
