Executive Assistant (Executive Support Specialist 2)

Executive Assistant (Executive Support Specialist 2)

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.

What You'll Do/General Duties: 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
• 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

For a copy of the position description, please email View email address on click.appcast.io.

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!

The Benefits of joining Our Team

It is the mission of the Oregon Department of Emergency Management (OEM) lead collaborative, statewide efforts to support Oregon's communities before, during and after emergencies. OEM is committed to Inclusion, Diversity, Equity and Accessibility (IDEA) as the foundation for our agency's internal culture, and in our relations and service provisions to all communities we serve.

To learn more about our team and the work we do, please visit Oregon Department of Emergency Management (OEM) website.

We foster fairness, equity, and inclusion to maintain a workplace environment where everyone is treated with respect and dignity regardless of race, color, national origin, religion, sex, sexual orientation, gender identity, marital status, age, veteran status, disability, or status as a victim of domestic violence, harassment, sexual assault, or stalking.

Employee benefits include:

• Medical, vision, and dental insurance.
• 11 paid holidays per year.
• 8 hours of vacation leave earned per month.
• 8 hours of sick leave earned per month.
• 24 hours of personal business leave per fiscal year.
• Pension and retirement programs.
• Click here to learn more about State of Oregon benefits.

What do you need to qualify? Minimum Qualifications:

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.

What we are looking for (Desired Attributes):

• 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.).
• Resume and Cover Letter

Note: You must clearly describe/demonstrate your experience in each area listed. Failure to provide this information may result in eliminating your application from further consideration.

Additional information:

• The salary listed is the non- Public Employee Retirement Systems (PERS) qualifying salary. If the successful candidate is PERS qualifying, the salary will reflect the 6.95% increase.
• Finalists will be subject to a computerized criminal history check. Adverse background data may be grounds for immediate disqualification.
• Within three days of hire, all applicants will be required to complete the US Department of Justice Form I-9, confirming authorization to work in the United States. OEM does not offer visa sponsorship.
• Please save a copy of this job announcement for your reference, as it may not be available for you to view after the job closes.

How to Apply:

• Visit the State of Oregon job opportunities webpage to submit your application for the position. Please ensure the work history and education section is complete. If you are a current state of Oregon employees, you must apply through your employee Workday account.
• Attach a cover letter and resume describing how you meet the qualifications and attributes for the position.
• If you have questions about the recruitment or need assistance to participate in the application process, please contact the recruiter, Samantha Hoyle, at View email address on click.appcast.io or View phone number on click.appcast.io.

Helpful Tips:

• Workday will timeout after 20 minutes of inactivity.
• This posting closes at 11:59 PM on the close date listed.
• Be sure to check both your email and Workday account for updates regarding this recruitment.
• Click here for Resources and a Job Support Page.

Veteran's Preference:

The OEM provides veterans' preference points to all eligible veterans. For privacy reasons, please do not attach veterans' preference documents when initially applying. You will be sent a Workday "Task" to complete once you have submitted your application. The "Task" will prompt you to provide the appropriate documentation for your Veterans' Preference point selection. For more information, please go here:

After you apply:

Log in to your Workday account before the job announcement closes to see if you have any pending tasks or actions, and make sure to complete these tasks or actions before the job announcement closes. These can be found under the "My Applications" section.