Executive Support

State of Oregon•Salem, OR

1d•$4,650 - $6,631•Hybrid

About The Position

We are seeking an Executive Support to join our Director’s Office at the Oregon Department of Education (ODE). This position follows a hybrid work model. Onsite presence will be required when business or operational needs are best supported in person, such as collaboration, training, or work that requires access to onsite resources. You will be required to be in-person at the Public Service Building when providing coverage for ODE's Front Desk. Occasional travel and work outside standard business hours (evenings and weekends) may be necessary to support executive leadership activities and needs. A driver’s license, an acceptable driving record, a personal vehicle, or an alternative means of transportation are required. Employees approved to work remotely must have a reliable and secure internet connection and maintain a professional work environment that supports productivity. While working remotely, employees are expected to maintain the same level of performance, responsiveness, communication, and availability as they would in the office. You will provide confidential, high-level executive administrative, and operational support to the Director’s Office. This includes direct support to the Deputy Director(s) and designated members of executive leadership. This position functions as a trusted executive support role requiring independent judgment, discretion, political awareness, and a high degree of professionalism. The position coordinates complex schedules, manages sensitive communications, supports executive decision-making processes, and ensures effective day-to-day operations of the Director’s Office. The position works collaboratively with other executive support staff to ensure continuity, quality control, and enterprise-level coordination. You will have the opportunity to: Play a key role in meaningful, mission-driven work by providing executive support that helps advance initiatives impacting students, educators, and communities across Oregon. Be empowered to take ownership and act with confidence, serving as a trusted advisor and resource for executive leadership while handling highly confidential and complex matters. Shape how work gets done by bringing forward innovative ideas, improving processes, and creating efficiencies that increase organizational effectiveness and impact.

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

Executive Calendar Management & Prioritization: Experience independently managing complex executive calendars, exercising sound judgment to prioritize, schedule, and reschedule meetings based on organizational priorities, executive commitments, urgency, and business needs.
Executive Support & Initiative Execution: Experience executing assignments, projects, and strategic initiatives on behalf of executive leaders, including coordinating activities, tracking deliverables, and ensuring timely follow-through on commitments and organizational priorities.
Executive Communications & Presentation Support: Experience preparing and supporting presentations, briefing materials, reports, agendas, talking points, and other executive communications, including independently gathering information and coordinating materials needed to initiate and support executive work products.
Proofreading & Quality Assurance: Experience reviewing, editing, and proofreading professional documents, presentations, and correspondence for grammar, clarity, consistency, formatting, and accuracy while preserving the author's intended content and message.
Independent Judgment & Urgent Issue Identification: Experience independently identifying urgent, sensitive, or time-sensitive issues; determining appropriate actions; and escalating matters to leadership when necessary to ensure timely and effective responses.
Strategic Coordination & Relationship Management: Experience coordinating work across multiple stakeholders, building effective working relationships, and serving as a trusted point of contact for executives, staff, public partners, and governmental entities in a fast-paced environment.

Responsibilities

Manage the Deputy Director(s) and Strategic Initiatives Director's calendar. Utilize sound judgment when prioritizing Deputy Director(s) commitments, assignments, and responsibilities based on agency priorities, statutory timelines, executive directors, and organizational needs.
Exercise discretion and utilize sound judgment when handling highly sensitive, confidential, personnel-related, legislative, and politically sensitive information.
Track agency initiatives, executive assignments, and organizational priorities to ensure timely completion of deliverables and accountability for outcomes.
Complete special projects and assignments as requested by executive leadership. Coordinate and manage follow-up actions from projects, assignments, and meetings.