Administrative Support Coordinator - City of Hillsboro, OR

Administrative Support Coordinator – City Manager’s Office

The City of Hillsboro is excited to offer an opportunity to join our dedicated City Manager’s Office (CMO) as an Administrative Support Coordinator. We are looking for a highly organized, proactive professional eager to make a meaningful impact in the community. In this key role, you will provide seamless support to executive leadership, elected officials, and the administrative team, playing a vital part in the success of the City Manager’s Office.

About the City Manager’s Office

The City Manager’s Office serves as a vital link between the City Council, community partners, and City departments, working to bring Hillsboro’s vision to life through innovative ideas and coordinated efforts. We oversee citywide projects, manage sustainability initiatives, facilitate municipal elections, and foster civic engagement. Our team ensures clear communication, maintains City records, and supports public meetings to align City Council priorities with the community’s goals.

Position Overview

This position is based out of the City Manager's Office at the Hillsboro Civic Center, with an anticipated schedule of Monday through Friday, 8:00 AM to 5:00 PM.

As the Administrative Support Coordinator, you will handle a wide range of tasks that ensure smooth day-to-day operations for the City Manager’s Office. You will provide essential administrative support to the City Manager, Deputy City Manager, Assistant City Manager, Mayor, and other members of the department. Your responsibilities will include answering phones and general reception duties, managing calendars for those with active and complex schedules, responding to inquiries, preparing travel arrangements and reconciling expenses.  Acting as a proxy for purchase card reconciliation is also a key component of the role.

In addition to administrative duties, you will play a pivotal role in event coordination, from the annual Mayor’s State of the City, to managing logistics for other special events like the Civic Leadership Academy Sessions, department meetings and retreats. Your ability to oversee logistical details for these events, including catering and local partnerships, will be crucial. Additionally, you will assist in writing talking points, drafting letters, preparing reports, and responding to public inquiries or complaints—whether by phone, in person, or in writing.

Responsibilities

• Administrative Support: Provide comprehensive support to the City Manager, Deputy City Manager, Assistant City Manager and Mayor by managing schedules, preparing materials for meetings, coordinating travel, and overseeing day-to-day office operations.
• Event Management: Organize and coordinate key City events such as the annual Mayor’s State of the City and Civic Leadership Academy program. You’ll ensure seamless event execution by handling logistics, vendor relations, and communications with internal and external partners.
• Communication & Documentation: Prepare talking points, letters, meeting summaries, and reports. Serve as a department representative on internal City committees and respond to inquiries from the public.
• Special Projects: Assist with high-priority initiatives like getting reproductions made                 of artwork  from the “Picture Hillsboro” public art program, and coordinate logistics for retreats and workshops. You will also help manage the onboarding process for new staff members within the department and support other special projects as needed.

Current & Upcoming Projects

• Coordinate the 2025 Mayors' State of the City event.
• Provide logistical support for special projects and retreats.
• Assist with logistics for 2025 Hillsboro’s Boards and Commissions Appreciation event.

  

What We’re Looking For

We are looking for a candidate with a professional, welcoming and approachable attitude who excels in customer service and administrative coordination. Strong written and verbal communication skills are essential, as you will be interacting with internal and external stakeholders daily. In this role, you must be highly organized and able to prioritize multiple tasks, meeting deadlines while maintaining attention to detail. Experience with Microsoft Office Suite (Word, Excel, PowerPoint) and Microsoft 365 is required.

We value independent thinkers who can exercise good judgment and have a keen interest in public service. This position also requires the ability to assist with transitioning new department staff into their roles, and an interest in staying current with Oregon Ethics laws is a plus.

For the classification description that describes the scope of the work this position performs and job requirements, click on this link: Administrative Support Coordinator