Executive Support

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.

You will have the opportunity to:

• Play a key role in meaningful, mission-driven work by providing executive support that helps advance initiatives impacting students, educators, and communities across Oregon.

• Be empowered to take ownership and act with confidence, serving as a trusted advisor and resource for executive leadership while handling highly confidential and complex matters.

• Shape how work gets done by bringing forward innovative ideas, improving processes, and creating efficiencies that increase organizational effectiveness and impact.
  

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.

Please click here to view the full position description.

If you would like to retain a copy of this job post or the PD linked above, please print a copy before submitting your application. Once the job posting has closed, you will not be able to access the posting.

Application Instructions:

A cover letter and resume are required and are an important part of the application process. Only these materials are considered during the screening process:

• A cover letter (no more than 2 pages), highlighting your skills and experience, and demonstrating how your qualifications align with the required and desired qualifications for this role.
  

• A current resume detailing your relevant experience and education as it will be used in place of the detailed Workday work history for this agency-specific recruitment.

• Before submitting your application, please confirm that your email address and other contact information are accurate, as interview invitations will be sent to the contact information you provide.

Additional application materials (such as letters of recommendation or transcripts) will not be reviewed. Cover letters and resumes are reviewed throughout the recruitment process by Human Resources and the Hiring Manager.

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.

We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of the attributes listed.

Our 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 prekindergarten 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.

Oregon State provides amazing benefits! Follow the link below to learn more: 

Oregon Job Opportunities : Benefits : State of Oregon 

Application Resources & Information: 

• 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. 

• 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. 

• Please contact ode.jobs@ode.oregon.gov if you have any questions on the application process or need an accommodation under the Americans with Disabilities Act (ADA). Please be sure to include the job requisition number. 

• Oregon Job Opportunities: How to Apply (Internal & External) 

• Understanding the State Application Process 

• Resources for Job Seekers 

Additional Information: 

• The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect an additional 6.95%. 

• Review the Classification and Compensation page for more details on the classification, or you may visit our website for information on the job offer process following pay equity. 

• 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. 

• Visa Sponsorship: The Oregon Department of Education does not offer visa sponsorship. Applicants must be authorized to work in the United States. Applicants who require VISA sponsorship will not be considered at this time. 

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.  We are most interested in finding the best candidate for the job. We would encourage you to apply, even if you don't meet every one of our qualifications listed.   If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.  

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