The Port is Hiring: Administrative Assistant
Bring your administrative expertise to an organization where your work supports meaningful impact in the community you call home. As an Administrative Assistant at The Port, you’ll play a key role in ensuring smooth daily operations, supporting senior leadership, and enabling the organizational efficiency that drives neighborhood revitalization, expands economic mobility, and helps build a more vibrant Hamilton County.
Applicants may send a resume and cover letter to Chelsea Boyer at cboyer@cincinnatiport.org.
Job Summary
The Administrative Assistant provides essential administrative, scheduling, and operational support to senior leadership, managing complex calendars, preparing meeting materials, and documenting key decisions. The role serves as a point of contact for internal and external stakeholders, supports daily office operations, and produces professional communications and materials. Additionally, the position coordinates travel arrangements and assists Human Resources with recruitment, learning and development activities, and organizational events.
What You'll Do
1. Meeting & Calendar Management
- Proactively manage complex, dynamic calendars for senior leadership, including anticipating scheduling challenges and independently resolving conflicts.
- Maintain the highest level of discretion and confidentiality when managing sensitive information, leadership communications, and organizational timelines.
- Coordinate all logistical and administrative components of internal and external meetings, including room reservations, technology setup, attendee communication, and preparation of pre‑meeting materials.
- Record accurate and comprehensive meeting minutes, capturing key decisions, action items, and follow‑up responsibilities.
- Prepare and organize meeting materials such as agendas, presentation decks, and board packets, ensuring accuracy, completeness, and timely distribution.
2. Office & Administrative Support
- Serve as the first point of contact for the office by triaging and routing incoming calls, emails, and inquiries with professionalism and efficiency.
- Process employee and departmental expense reports in accordance with organizational guidelines and timelines.
- Greet and assist visitors, partners, and vendors, ensuring a welcoming and professional office environment.
- Monitor and maintain office supply inventories, placing orders, tracking usage, and managing vendor relationships as needed.
- Support daily office operations including filing, scanning, document management, and providing assistance with ad hoc administrative projects.
- Draft, edit, and format professional communications and documents, ensuring clear, concise, and well‑written content.
- Prepare polished meeting agendas, presentations, reports, and other materials that support leadership and departmental needs.
3. Travel Coordination
- Arrange comprehensive travel itineraries for staff and leadership, including flights, lodging, ground transportation, and conference or event registration.
- Ensure travel arrangements follow organizational policies, budget guidelines, and traveler preferences.
- Prepare travel packets, confirmations, and related documentation to support seamless and efficient travel experiences.
4. Human Resources Support
- Support the recruitment process by posting job openings, coordinating interview schedules, communicating with candidates, and assisting with hiring logistics.
- Assist with learning and development initiatives, including scheduling and supporting internal Lunch N Learns, tracking external training and conference requests, and maintaining budget documentation.
- Provide administrative support for employee engagement efforts, community involvement initiatives, and organizational events, including planning, logistics, and coordination with internal and external partners.
What You Bring
- Education - High school diploma or equivalent, associate’s degree preferred.
- Experience - Minimum of 3 years of experience in office administration.
- Adaptability & Time Management - Ability to adjust to changing priorities, manage multiple responsibilities, and maintain organized workflows in support of team and organizational needs.
- Communication & Interpersonal Skills - Ability to communicate clearly and work effectively with internal teams and external stakeholders.
- Initiative & Resourcefulness - The ability to take proactive steps, solve problems independently, and find creative solutions using available resources to support team and organizational needs.
- Organization & Attention to Detail - Ability to manage tasks, schedules, systems, and documentation with precision and consistency, ensuring accuracy, and reliability.
- Problem Solving & Decision Making - The capacity to analyze situations, identify challenges, and make sound, timely decisions that address immediate needs and support long-term goals.
- Confidentiality & Discretion - Demonstrated ability to handle sensitive information, communications, and organizational matters with the highest level of professionalism, integrity, and confidentiality.
Why Work at The Port?
We’re a mission-driven team working to advance the public good in Hamilton County. At The Port, you’ll be part of a collaborative, forward-thinking organization that values innovation, integrity, and impact. Apply today and help us bring new life to the places that need it most.
The Port of Greater Cincinnati Development Authority (The Port) is a public agency that partners with the City of Cincinnati and Hamilton County, along with economic development organizations, municipalities, and foundations to ensure every acre of local real estate is developed into productive use. Specifically, The Port works to redevelop manufacturing and residential real estate to build the foundation of job creation and livable, revitalized communities so Greater Cincinnati residents can experience economic prosperity.
The Port has been stimulating economic growth in Southwestern Ohio for more than two decades. Through its work, it strengthens Hamilton County and Cincinnati communities, home by home and block by block to increase access to homeownership. It surrounds neighborhoods with revitalized business districts and makes forgotten industrial sites attractive to manufacturers with high-paying jobs. This helps provide jobs families can live on and homes they can afford in cleaner, greener, safer neighborhoods and business districts. The Port makes real estate work – for everyone.
The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. Not all functions listed may be performed and other duties may be assigned to meet business needs as determined by the Organization.
The Port of Greater Cincinnati Development Authority is an Equal Opportunity Employer.
Applicants may send a resume and cover letter to Chelsea Boyer at cboyer@cincinnatiport.org.