Executive Assistant (Executive Support Specialist 2)

State of Oregon•Salem, OR

1d•$4,650 - $6,199•Hybrid

About The Position

Join the Oregon Department of Emergency Management (OEM) and help make a difference for communities across the state! We’re excited to announce an opening for an Executive Assistant (Executive Support Specialist 2)—a key role on our Business Services team in Salem, Oregon. If you’re passionate about emergency management support and strengthening statewide resilience, we’d love to hear from you! The Department currently has an opening for one full-time Executive Assistant (ESS2) within the Business Services Department of OEM in Salem, Oregon. This is a full-time, permanent management service position with the flexibility of a hybrid work schedule. Most weeks include three days in the office and two days working remotely, with adjustments as needed to support business priorities and emergency operations. Remote work is reviewed periodically to ensure we’re meeting mission needs. As an Executive Assistant, you’ll play a key role in helping Oregon’s emergency management leaders set direction for the future—strengthening statewide coordination, decision making, and resilience. You will: Maintains the BSCD Director’s calendar including scheduling items in their absence with final confirmation after consultation with BSCD Director. Monitors Division supply requests, orders and inventory for office-related supplies, equipment and paper products. Provide executive-level staffing, coordination, scheduling and note taking support for the IT Governance Committee, Safety Committee, Policy Review Committee and other standing committees supported by the Business Services and Compliance Director Provides logistical support upon request for events, trainings and conferences at OEM Provides backup support for fleet and facilities functions Mains a calendar of external events. Works to ensure events being hosted at OEM do not conflict with facility maintenance needs. Responsible for coordinating with BSCD managers and staff on project activities to implement program goals and objectives such as information technology, human resources, facilities/fleet, policy and finance initiatives; Responsible for tracking and maintaining the division procedures and other documents necessary in managing the division programs; implements recommendations and updates to planning and procedure materials provided by management; Assists the BSCD Director in developing long and short range operational or program goals; Works with BSCD managers and stakeholders to resolve problems, gain compliance, reach a settlement or determine provisions of services for all division programs; Accepts inquiries, researches available support materials and acts as a liaison between agency and other State, Tribal, Federal agencies and/or the public in communicating program goals and objectives This role is a great match for someone who thrives on anticipating needs, connecting people and information, and supporting leaders in making thoughtful, strategic decisions. If you're looking for a role where your work directly contributes to Oregon’s preparedness, safety, and resilience—we encourage you to apply!

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 organizational skills and attention to detail
Excellent interpersonal skills and ability to build and maintain relationships
Experience supporting standing meetings and multiple executives with meeting minutes, agendas, and organizational support
Experience supporting facilities management or event planning
Experience with supporting emergency management, law enforcement, or emergency communications agencies
Proficiency with Microsoft Office 365 services (e.g. Microsoft Teams, Outlook, OneDrive, Power Apps, Power Automate, Power BI, SharePoint, etc.).

Responsibilities

Maintains the BSCD Director’s calendar including scheduling items in their absence with final confirmation after consultation with BSCD Director.
Monitors Division supply requests, orders and inventory for office-related supplies, equipment and paper products.
Provide executive-level staffing, coordination, scheduling and note taking support for the IT Governance Committee, Safety Committee, Policy Review Committee and other standing committees supported by the Business Services and Compliance Director
Provides logistical support upon request for events, trainings and conferences at OEM
Provides backup support for fleet and facilities functions
Maintains a calendar of external events. Works to ensure events being hosted at OEM do not conflict with facility maintenance needs.
Responsible for coordinating with BSCD managers and staff on project activities to implement program goals and objectives such as information technology, human resources, facilities/fleet, policy and finance initiatives;
Responsible for tracking and maintaining the division procedures and other documents necessary in managing the division programs; implements recommendations and updates to planning and procedure materials provided by management;
Assists the BSCD Director in developing long and short range operational or program goals;
Works with BSCD managers and stakeholders to resolve problems, gain compliance, reach a settlement or determine provisions of services for all division programs;
Accepts inquiries, researches available support materials and acts as a liaison between agency and other State, Tribal, Federal agencies and/or the public in communicating program goals and objectives