Executive Support to Deputy Director of Operations; Executive Support Specialist

Job Overview

The Oregon Department of Early Learning and Care is hiring an Executive Support Specialist1 to provide confidential executive‑level administrative support to the Deputy Director of Operations. The role is hybrid, with office work in Salem once per month and remote work from home otherwise.

• Support senior leadership and coordinate critical operational initiatives.
• Manage day‑to‑day office operations, policies, procedures, programs, and project coordination.
• Provide confidential support, including document generation, scheduling, and coordination of meetings.

• Three years of clerical/secretarial experience, including one year at a full performance level performing typing, word processing, or other document generation.
• Lead work responsibility or coordination of office procedures.
• Courses or training in Office Occupations or Office Technology may substitute up to one year of the clerical experience.

• Experience providing direct support to managers or executives with sound judgement, discretion, and exceptional attention to detail, organization, and accuracy.
• Proficiency with Microsoft
  365, Google Workspace, online database programs, and virtual meeting platforms.
• Experience managing calendars and coordinating scheduling logistics with multiple stakeholders, prioritizing time‑sensitive tasks, and ensuring accurate scheduling in a fast‑paced environment.
• Commitment to continuous learning and professional growth, ability to incorporate feedback, identify improvement opportunities, establish best practices, and adapt to evolving priorities and needs.
• Researching and synthesizing information, preparing correspondence, reports, and presentations, and compiling and summarizing sensitive or confidential information in a clear and professional manner.
• Producing clear written communication and representing managers positively, including drafting correspondence, coordinating information across teams, and proactively supporting manager needs.
• Initiative and resourcefulness, gathering or creating information to support meetings, projects, or programs with minimal guidance.
• Exercising sound judgment, identifying issues for escalation, proactively resolving routine matters, and maintaining high professionalism, confidentiality, and timely follow‑through.

• Low‑cost medical, vision, and dental coverage for employee and family.
• Optional life and disability insurance, deferred compensation, and flexible spending accounts.
• 11 paid holidays, 3 personal days, 1 special day, monthly sick leave, and vacation accruals that increase every 5 years.
• Potential federal student loan forgiveness after 120 qualifying payments.
• Inclusive, diverse workplace committed to equity and continuous improvement.

EEO Statement
The Oregon Department of Early Learning and Care is an equal opportunity, affirmative action employer committed to a diverse workforce.