ADMINISTRATIVE ASSISTANT at Port of Vancouver USA – Vancouver, Washington

Have you considered building your career at one of Southwest Washington’s premier employers?

At the Port of Vancouver USA, you’ll be part of the dynamic team that makes us a vital link in global trade. As an economic engine, our work supports 20,000 local jobs. As a convenient hub of marine, rail, and highway transportation, we’ve been successfully moving cargo for more than a century. Our Terminal 1 redevelopment is helping transform Vancouver’s waterfront.

There’s a reason the Port of Vancouver USA has been one of the most storied employers for 113 years and counting. Beyond offering a meaningful career and competitive salaries, the port provides unmatched benefits and work-life balance. We offer generous PTO, the potential for flexible work hours, comprehensive health insurance, an HRA to help with health-related expenses, retirement, life insurance, disability, savings plans, and more. We value teamwork, creativity, and customer service – and we center our organization on being a rewarding and supportive place to work.

The Administrative Assistant delivers a broad range of administrative and reception support within a shared service model, acting as a key point of contact for the organization while assisting multiple departments. This position supports meetings, events, travel, and cross‑departmental initiatives; maintains records, inventories, and administrative systems; and coordinates supply purchasing and vendor activities. The role requires strong organizational skills, the ability to balance priorities, and sound judgment when coordinating with internal and external stakeholders. The Administrative Assistant works collaboratively across the organization to ensure smooth operations and consistently upholds the Port’s mission, values, and commitment to teamwork.

Essential Responsibilities:

Essential responsibilities for the Administrative Assistant may include, but are not limited to, the following:

Provides administrative support including filing, mail processing and delivery, document preparation, scheduling, event and project coordination, report preparation, and maintaining internal contact and reference information.

As part of a shared coverage model, serves as a primary point of contact for the main office, including answering multi-line phones, greeting visitors, providing information and directions, maintaining lobby and public areas, coordinating shared office coverage, controlling facility access, and offering light hospitality to guests.

Provides administrative capacity to multiple departments by coordinating work, managing logistics, and supporting projects and initiatives that extend beyond a single functional area.

Prioritizes tasks coordinating across stakeholders and determining appropriate next steps within established guidelines.

Coordinates logistics and provides support for internal and external meetings, events, travel, training, and public-facing activities, including scheduling, room setup, materials preparation, calendar management, catering, and technology coordination, exercising appropriate judgment and discretion.

Maintains effective workflow by evaluating and updating methods; identifying efficiencies; and supporting reporting procedures.

Creates and revises administrative systems and procedures within established guidelines and in coordination with the Administrative Supervisor.

Coordinates purchasing and vendor interactions, manages inventory levels, orders and expedites supplies, verifies receipt, and reconciles supply records in accordance with organizational policies.

Monitors individual contracts for supplies and services.

Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

Supports records coordination, document retention, and compliance requirements as part of the administrative pool. Maintain accurate records, databases, inventories, and tracking tools

Provides back-up and support as part of the administrative pool to ensure continuity of operations across departments.

Actively supports the Port’s mission and vision and demonstrates values consistently.

Works effectively as a team player with all Port employees.

Performs other duties as assigned.

The duties above are illustrative and not an exhaustive list. Additional responsibilities may be assigned, and duties may change as organizational needs evolve.

Qualifications:

Education: Associate degree in office administration, business administration, business office technology, or a related field preferred, or any equivalent combination of education, training, and experience that demonstrates the ability to competently perform the job.

Experience: Minimum of three (3) years of progressively responsible administrative support experience, with a customer service focus. Demonstrated experience supporting multiple stakeholders, projects, or departments. Experience with event planning/catering, and travel planning desired. Public sector experience preferred.

License/Certification:

Valid, unrestricted driver’s license.

Ability to obtain and maintain a valid Transportation Worker Identification Credential (TWIC Card) upon hire.

Required Skills/Abilities:

Communication Skills: Strong written and verbal communication skills, with ability to communicate clearly, effectively, accurately, and concisely across all organizational levels. Requires effective listening abilities and ability to draft correspondence. Ability to read, write, understand and communicate clearly in English. Demonstrated ability to exercise sound judgement and handle confidential and/or sensitive information appropriately. Ability to work both independently and collaboratively as part of a team, and to work effectively in-person, in an open office/reception area environment.

Organizational Skills: Demonstrated ability to prioritize and manage multiple tasks under tight deadlines. Able to balance short- and long‑term priorities effectively while handling numerous, shifting, and often competing demands.

Analytical Skills: Detail-oriented; demonstrates high accuracy, thoroughness, and consistency across documents, records, and administrative processes.

Customer Service Skills: Skilled at providing welcoming, friendly, courteous, prompt and informative service. Ability to work respectfully and professionally with employees and management to facilitate company needs. Able to serve as a knowledgeable resource for administrative processes, procedures, and systems.

Problem Solving Skills: Ability to logically think through and solve problems involving several variables. Able to remain objective in gathering information and investigating issues.

Computer Skills: Advanced proficiency with Windows based software, including Acrobat Adobe, and Microsoft Office programs.

Physical Requirements/Environment:

Ability to sit, stand, bend and walk for extended periods throughout the workday.

Ability to communicate effectively in person, over the phone, and via digital tools.

Ability to operate or otherwise use computer systems, software, and standard office technologies to complete essential job tasks.

Ability to review and interpret information in written and digital formats.

Ability to sort, organize and prepare physical documents for processing, filing, etc.

Ability to perform repetitive hand motions including grasping, handling and use of fingers.

Ability to create, annotate, and prepare documents in required written formats.

Ability to occasionally move or reposition items weighing up to 25 lbs.

Ability to push/pull, reach, stoop, kneel, and occasionally use stairs.

Ability to occasionally ascend/descend stools or step ladders while maintaining balance.

Ability to move around the office, between buildings, or throughout port locations.

Ability to drive on an as-needed basis.

Work is primarily performed in an office environment but may occasionally occur at various outdoor locations where adverse weather conditions, uneven ground, exposure to moving machinery and moderate to loud noise is common.

The requirements described above are representative of the physical and mental capabilities that must be met by an employee to perform the essential functions of this position. Reasonable accommodation may be provided to enable individuals with disabilities to perform the essential functions of this job. Equal Opportunity Employer.

If you are interested in this position, click the apply button. Please include a resume and cover letter with your application.

If you have any questions or concerns, please submit them to jobs@portvanusa.com.

The posting will remain open until April 15, 2026.

The Port of Vancouver provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, the Port of Vancouver complies with applicable state and local laws governing nondiscrimination in employment.

Salary Range: $50,711 - $74,924 Annually