Arts & Culture Support Specialist; Executive Support Specialist ; Limited

Arts & Culture Support Specialist (Executive Support Specialist
2) (Limited Duration)

Business Oregon, the state's economic development agency, is hiring an Arts & Culture Support Specialist to provide executive administrative support to the Oregon Arts Commission and the Oregon Cultural Trust. This role blends public service with high‑impact executive support, coordinating leadership calendars, preparing board and committee materials, managing meeting logistics, tracking deadlines, and ensuring clear communication across the division.

This is a hybrid position, with occasional in‑office presence required. The position is limited in duration and approved through June 30, 2027.

• Provide executive administrative support to the Director and Senior Manager, including calendar management, scheduling, meeting preparation, and routine communications.
• Coordinate Arts Commission and Cultural Trust board and committee meetings: prepare agendas, assemble and distribute meeting packets, handle logistics (room reservations, Zoom links, technology setup), take, finalize, and distribute minutes.
• Maintain organized administrative systems including electronic filing, shared drive hygiene, meeting archives, templates, and standard operating procedures.
• Prepare correspondence, edit documents, proofread public materials, and support the formatting of reports and presentations.
• Manage shared inboxes; triage messages, draft responses, and route inquiries to appropriate staff.
• Manage administrative workflows that support the division, including scheduling, document routing, and internal deadline tracking.
• Track tasks, deliverables, and meeting follow‑up; maintain internal communications routes for the team.
• Draft, edit, proofread, and distribute internal and external communications: announcements, email newsletters, program updates, meeting notices, and board communications.
• Maintain and regularly update all public‑facing website content, including guidelines, deadlines, application links, staff directories, commission materials, and project reports.
• Provide professional and timely customer service to applicants, grantees, donors, community members, and the general public: answer questions, resolve basic process issues, and route technical or program‑specific questions to staff.

• One year of experience performing administrative duties in support of agency projects or programs.
• Experience involving data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.

• Strong digital communications proficiency – Updating websites through content management systems, maintaining digital assets, and preparing clear, accessible materials using tools such as Canva, Adobe Creative Suite, and PowerPoint.
• Detail orientation and communication accuracy – Editorial skills, including proofreading, document formatting, and quality assurance for public‑facing materials such as announcements, newsletters, board communications, and meeting notices.
• Commitment to supporting Oregon's arts and cultural ecosystem – Experience providing administrative support or similar in an arts, culture, nonprofit, or government program setting.
• Experience coordinating information, tracking deliverables, maintaining communication pathways, and assisting colleagues during high‑volume periods.
• Proficiency with organizational systems for clear administrative structures, including shared drives, meeting archives, schedules, workflows, and standard operating procedures.
• Experience answering questions, resolving basic issues, and routing inquiries appropriately with accuracy and tact when interacting with applicants, grantees, community partners, board members, and the public.
• Demonstrated experience in managing and prioritizing multiple tasks, maintaining momentum on follow‑ups, and ensuring seamless preparation for meetings, events, and communications.

We encourage applicants from diverse and non‑traditional backgrounds to apply even if not all requested skills are met.

Eligible veterans, Disabled Veterans, and State Service Members who meet the qualifications are awarded candidate preference.