Arts & Culture Support Specialist (Executive Support Specialist 2) (Limited Duration)

State of Oregon•Salem, OR

2d•$4,308 - $5,983•Hybrid

About The Position

Business Oregon, the state’s economic development agency, is currently hiring an Arts & Culture Support Specialist (Executive Support Specialist 2) (Limited Duration). The Oregon Arts Commission and the Oregon Cultural Trust work to ensure that creativity, culture, and artistic expression remain essential, accessible, and celebrated throughout Oregon. We are seeking a forward‑thinking, digitally proficient professional who brings equal passion for cultural vitality and high‑quality administrative excellence. If you believe in the power of the arts to strengthen communities and you take pride in helping organizations operate at their best, we invite you to consider this role. As our Arts & Culture Support Specialist you will play a pivotal role at the center of our work. This position blends meaningful public service with high‑impact executive support: coordinating leadership calendars, preparing board and committee materials, managing meeting logistics, tracking deadlines, and ensuring clear, timely communication across the division. Your ability to keep complex administrative systems running smoothly will directly support statewide initiatives, grantmaking programs, public meetings, and partnerships that enrich Oregon’s cultural landscape. Note: We are committed to fostering a supportive work environment that promotes work-life balance and flexibility. This is a hybrid position that may have the ability to work from home, with the expectation of an occasional in-office presence as needed to support business operations. This is a Limited Duration position and is currently approved through June 30, 2027. This recruitment will be used to establish a list of qualified candidates to fill the current positions and may be used to fill future vacancies.

Requirements

One year of experience performing administrative duties in support of agency projects or programs.
Qualifying experience would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.

Nice To Haves

Strong digital communications proficiency - Updating websites through content management systems, maintaining digital assets, and preparing clear, accessible materials using tools such as Canva, Adobe Creative Suite, and PowerPoint.
Detail orientation and communication accuracy - Editorial skills, including proofreading, document formatting, and quality assurance for public‑facing materials such as announcements, newsletters, board communications, and meeting notices.
Commitment to supporting Oregon’s arts and cultural ecosystem – Experience providing administrative support or similar in an arts, culture, nonprofit, or government program setting.
Experience in coordinating information, tracking deliverables, maintaining communication pathways, and stepping in to support colleagues during high‑volume periods.
Use of organizational systems for clear administrative structures, including shared drives, meeting archives, schedules, workflows, and standard operating procedures.
Experience answering questions, resolving basic issues, and routing inquiries appropriately with accuracy and tact when interacting with applicants, grantees, community partners, board members, and the public.
Demonstrated experience in managing and prioritizing multiple tasks, maintain momentum on follow‑ups, and ensuring seamless preparation for meetings, events, and communications.

Responsibilities

Provide executive administrative support to the Director and Senior Manager, including calendar management, scheduling, meeting preparation, and routine communications.
Coordinate Arts Commission and Cultural Trust board and committee meetings: prepare agendas, assemble and distribute meeting packets, handle logistics (room reservations, Zoom links, technology setup), take, finalize, and distribute minutes.
Maintain organized administrative systems including electronic filing, shared drive hygiene, meeting archives, templates, and standard operating procedures.
Prepare correspondence, edit documents, proofread public materials, and support the formatting of reports and presentations.
Manage shared inboxes; triage messages, draft responses, and route inquiries to appropriate staff.
Manage administrative workflows that support the overall functioning of the division, including scheduling, document routing, and internal deadline tracking.
Track tasks, deliverables, and meeting follow-up; maintain internal communications routes for the team.
Draft, edit, proofread, and distribute internal and external communications: announcements, email newsletters, program updates, meeting notices, and board communications
Maintain and regularly update all public-facing website content, including guidelines, deadlines, application links, staff directories, commission materials, and project reports.
Provide professional and timely customer service to applicants, grantees, donors, community members, and the general public: answer questions, resolve basic process issues, and route technical or program-specific questions to staff.