Executive Assistant; Executive Support Specialist

Initial Posting Date: 06/02/2026 | Final date to receive applications: 06/15/2026 | Agency:
Oregon Department of Emergency Management | Salary Range: $4,650 - $6,199 | Position Type:
Employee |

Title:

Executive Assistant (Executive Support Specialist
2)

The Executive Assistant will be a full-time, permanent management service member on the Business Services team in Salem, Oregon. They will play a key role in helping Oregon’s emergency management leaders set direction for the future, strengthening statewide coordination, decision making, and resilience.

Responsibilities include:

• Maintains the BSCD Director’s calendar including scheduling items in their absence with final confirmation after consultation with the 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 hosted at OEM do not conflict with facility maintenance needs.
• 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.
• Tracks and maintains the division procedures and other documents necessary in managing the division programs and 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 the agency and other state, tribal, federal agencies and/or the public in communicating program goals and objectives.

The Oregon Department of Emergency Management is committed to inclusion, diversity, equity, and accessibility. Employee benefits include:

• Medical, vision, and dental insurance.
• Eleven paid holidays per year.
• Eight hours of vacation leave earned per month.
• Eight hours of sick leave earned per month.
• Twenty-four hours of personal business leave per fiscal year.
• Pension and retirement programs.

Minimum Qualifications: One year of experience performing administrative duties in support of agency projects or programs. Qualifying experience includes data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.

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).

The Oregon Department of Emergency Management fosters fairness and inclusion. All candidates 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 will be considered. The Department does not offer visa sponsorship.