Executive Assistant; Executive Support Specialist
Salem, Marion County, Oregon, 97308, USA
Listed on 2026-06-14
-
Administrative/Clerical
Business Administration, Office Administrator/ Coordinator -
Business
Business Administration, Office Administrator/ Coordinator
Job Description
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.
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.
- Maintains the BSCD Director’s calendar including scheduling items in their absence with final confirmation after consultation with the BSCD Director.
- Monitors Division supply requests, orders and inventory for office‑related supplies, equipment and paper products.
- Provides 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 and works to ensure events being hosted at OEM do not conflict with facility maintenance needs.
- Coordinates 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.
- Tracks and maintains 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 settlements or determine provisions of services for all division programs.
- Accepts inquiries, researches available support materials and acts as a liaison between the agency and other State, Tribal, Federal agencies and/or the public in communicating program goals and objectives.
It is the mission of the Oregon Department of Emergency Management (OEM) to 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.
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.
- Learn more about State of Oregon benefits.
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, One Drive, Power Apps, Power Automate, Power BI, SharePoint).
- Resume and cover letter that clearly…
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