Administrative Assistant; Administrative Specialist

Administrative Assistant (Administrative Specialist
2)

Business Oregon, the state's economic development agency, is currently hiring a Administrative Assistant (Administrative Specialist
2). Are you someone who thrives on keeping complex programs running smoothly and ensuring the details don't fall through the cracks? In this role, you'll play a key part in supporting economic development efforts across Oregon by coordinating program activities, assisting with technical processes, and helping ensure compliance with state and federal requirements.

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 one day per week in-office presence as needed to support business operations.

Here’s what you will do:

• Coordinate program and team operations by tracking projects and deadlines, managing calendars, organizing records, and supporting logistics for meetings, travel, and events.
• Support development of program materials and outreach content, including emails, formal correspondence, presentations, and newsletters.
• Maintain and update program databases (e.g., Salesforce), ensuring accuracy, completeness, and alignment with department processes.
• Review disbursement and reimbursement requests for accuracy, completeness, and basic compliance with budgets, contracts, and program requirements; flag issues for further review.
• Manage data and program processes by maintaining spreadsheets, tracking timelines and budgets, supporting public meeting requirements, and assisting with website updates.
• Conduct research and reporting support by gathering project information, tracking progress, and proofreading reports and contractual documents.

Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis

OR

An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis

OR

An equivalent combination of education and experience.

The ideal candidate will possess a combination of some or all the following skills. If you have these requested skills, let us know in your application materials! It s how we will choose who will move forward! You do not need to have all these skills to be eligible for this position.

• Proficiency coordinating multiple projects and deadlines, including calendar management, logistics, and task tracking in a team environment.
• Experience using Salesforce, or similar data management system to enter, manage, and report on program or project data.
• Experience reviewing financial or program documentation (such as invoices or reimbursement requests) for accuracy, completeness, and alignment with guidelines or contracts.
• Demonstrated experience developing written materials for a variety of audiences, including correspondence, presentations, and outreach content.
• Advanced experience using Microsoft Office tools, including developing Excel spreadsheets, to track, organize, and maintain program data, timelines, and records.

We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. We encourage you to apply, even if you don t meet every one of our requested skills listed.