Executive Support

State of Oregon; Salem (OR); On-site; USD 56,000 - 74,000; Full time

Job summary

Oregon Department of Education (ODE) seeks an Executive Support to join the Director’s Office. This role operates in a hybrid model and requires in-person presence for front desk coverage. Occasional travel and after-hours work may be necessary to support executive leadership.

The position supports the Director’s Office with confidential, high-level administrative and operational duties, coordinating schedules and communications to enable executive decision-making and enterprise coordination.

Qualifications

• One year of experience performing administrative duties in support of agency projects or programs.

Responsibilities

• Manage the Deputy Director(s) and Strategic Initiatives Director’s calendar.
• Prioritize Deputy Director commitments based on agency priorities and timelines.
• Handle highly sensitive, confidential, personnel-related, legislative and political information with discretion.
• Track agency initiatives and deliverables to ensure timely completion and accountability.
• Complete special projects and assignments from executive leadership.
• Coordinate follow-up actions from projects, assignments, and meetings.

Skills

Executive calendar management

Executive support

Independent judgment

Strategic coordination

Relationship management

Proofreading

Job description

Position Title: Executive Support, Classification: Executive Support Specialist 2, Salary: $4,650 - $6,199 ($4,974 - $6,631 PERS), Type: Permanent, Full-time, Non-Exempt, Management Service Non-Supervisory

We are seeking an Executive Support to join our Director’s Office at the Oregon Department of Education (ODE). This position follows a hybrid work model. Onsite presence will be required when business or operational needs are best supported in person, such as collaboration, training, or work that requires access to onsite resources. You will be required to be in-person at the Public Service Building when providing coverage for ODE’s Front Desk. Occasional travel and work outside standard business hours (evenings and weekends) may be necessary to support executive leadership activities and needs.

A driver’s license, an acceptable driving record, a personal vehicle, or an alternative means of transportation are required. Employees approved to work remotely must have a reliable and secure internet connection and maintain a professional work environment that supports productivity. While working remotely, employees are expected to maintain the same level of performance, responsiveness, communication, and availability as they would in the office.

What you will do

You will provide confidential, high-level executive administrative, and operational support to the Director’s Office. This includes direct support to the Deputy Director(s) and designated members of executive leadership. This position functions as a trusted executive support role requiring independent judgment, discretion, political awareness, and a high degree of professionalism. The position coordinates complex schedules, manages sensitive communications, supports executive decision‑making processes, and ensures effective day‑to‑day operations of the Director’s Office. The position works collaboratively with other executive support staff to ensure continuity, quality control, and enterprise‑level coordination.

Typical duties include

• Manage the Deputy Director(s) and Strategic Initiatives Director’s calendar.
• Utilize sound judgment when prioritizing Deputy Director(s) commitments, assignments, and responsibilities based on agency priorities, statutory timelines, executive directors, and organizational needs.
• Exercise discretion and utilize sound judgment when handling highly sensitive, confidential, personnel‑related, legislative, and politically sensitive information.
• Track agency initiatives, executive assignments, and organizational priorities to ensure timely completion of deliverables and accountability for outcomes.
• Complete special projects and assignments as requested by executive leadership.
• Coordinate and manage follow‑up actions from projects, assignments, and meetings.

Minimum Qualifications (Required)

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.

Preferred Skills & Knowledge (Desired Attributes)

• Executive Calendar Management & Prioritization: Experience independently managing complex executive calendars, exercising sound judgment to prioritize, schedule, and reschedule meetings based on organizational priorities, executive commitments, urgency, and business needs.
• Executive Support & Initiative Execution: Experience executing assignments, projects, and strategic initiatives on behalf of executive leaders, including coordinating activities, tracking deliverables, and ensuring timely follow‑through on commitments and organizational priorities.
• Executive Communications & Presentation Support: Experience preparing and supporting presentations, briefing materials, reports, agendas, talking points, and other executive communications, including independently gathering information and coordinating materials needed to initiate and support executive work products.
• Proofreading & Quality Assurance: Experience reviewing, editing, and proofreading professional documents, presentations, and correspondence for grammar, clarity, consistency, formatting, and accuracy while preserving the author’s intended content and message.
• Independent Judgment & Urgent Issue Identification: Experience independently identifying urgent, sensitive, or time‑sensitive issues; determining appropriate actions; and escalating matters to leadership when necessary to ensure timely and effective responses.
• Strategic Coordination & Relationship Management: Experience coordinating work across multiple stakeholders, building effective working relationships, and serving as a trusted point of contact for executives, staff, public partners, and governmental entities in a fast‑paced environment.

Agency Mission and Office Culture

The Oregon Department of Education’s (ODE’s) mission is to foster equity and excellence for every learner through collaboration with educators, partners, and communities. In fulfilling its mission, ODE has the vision to ensure all students have access to and benefit from a world‑class, well‑rounded, and equitable education system. The Director’s Office serves as the central executive leadership office for the Oregon Department of Education (ODE). The Director is the administrative head of the agency and exercises the powers and duties of the Superintendent of Public Instruction as delegated by the Governor pursuant to ORS 326.310. The Director provides statewide leadership and oversight of Oregon’s pre‑kindergarten through grade 12 education system; serves as the chief executive officer for the State Board of Education; interprets and administers Board policies and rules; and provides direction to agency programs, including the Oregon School for the Deaf and Juvenile Corrections Education Programs. The work of the Director’s Office directly affects agency operations, statewide education partners, policymakers, and the public. The office plays a critical role in ensuring alignment between policy, governance, communications, and executive decision‑making in support of ODE’s mission to foster equity and excellence for every learner.

Benefits

Oregon state offers amazing benefits! Follow the link below to learn more: Oregon Job Opportunities : Benefits : State of Oregon.

Veterans Preference

Eligible veterans and Oregon National Guard service members (current and former) who meet the qualifications of the position will be awarded candidate preference. For more information, please visit Veterans Resources. Be sure to submit your documentation prior to the close date of this posting to have the preference considered. Your application materials will be used to determine salary based on a pay equity assessment. For further information, please visit the Pay Equity Project homepage.

Applicant Eligibility

The job posting closes at 11:59 PM (PDT) on the close date. After you submit your application, be sure to respond to the two questionnaires relating to public records requests and veterans’ preference immediately following your submission. These questions are necessary to complete the application process. Applicants must be authorized to work in the United States. Applicants who require VISA sponsorship will not be considered at this time.

Equal Employment Opportunity

The Department of Education is an equal employment opportunity & affirmative action employer committed to a diverse workforce. The Department strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity.

Future Vacancies

This recruitment announcement will be used to establish a list of qualified candidates to fill the current vacancy and may be used to fill future vacancies as they occur.

General Information

Come for a job. | Stay for a career. | Make a difference... for a lifetime! Oregon state government is a large organization by nearly any standard. With over 40,000 employees working all over the state, in small communities and large, we are proving that government can be innovative. We work as a team, challenging ourselves to be better, faster and more efficient with taxpayer dollars. After all, when every day we are responsible for caring for the needs of a diverse population and thriving business community, we simply must have the best and brightest workforce. If you take responsibility for your actions, are passionate about helping others succeed, and have a reputation for excellence and honesty, why not make Oregon state government your next career move? Joining our team means you open the door to many possibilities. From entry level to executive, outdoor work to policy setting, we have a role for nearly every calling, expertise and background. If you’re looking at us from across the country (or beyond!), know that Oregon is one of the most beautiful places on earth. Made up of seven diverse regions, Oregon has the ocean, mountains, valleys, high desert, cities, small towns, and almost everything in between. Oregon 'flies with her own wings'.