Executive Assistant

We have an exciting opportunity for an experienced Executive Assistant to join our team!

Position Overview

The person in this role will provide administrative support to our Deputy State Treasurer and Chief Program Officer. The person in this role will work closely with these individuals and help support them with their calendars and travel. In addition, this position will provide back-up support to our Salem office reception desk. This includes answering phones, handling walk-ins, and accepting and distributing mail and deliveries. It is critical that the person in this role maintains regular and punctual attendance, establishes and maintains professional and collaborative working relationships, and contributes to a positive and productive work environment. This position will have heavy computer work, therefore it is very important that the person in this role is comfortable with using a computer for long periods of time.

Position Responsibilities

• Provide administrative support to the Deputy State Treasurer and Chief Program Officer.

• Maintain and coordinate calendars, schedule appointments, and activities; arrange, organize, and coordinate meetings, conferences, or appointments; prepare itineraries and confirm accommodations; keep management team informed of schedule.

• Prepare and distribute agendas for management team meetings, and other meetings as requested.

• Arrange travel coordination: schedule airline tickets, hotels, rental cars, etc.

• Prepare and submit travel and expense claims.

• Answer the telephone, route callers to appropriate person, take complete and accurate messages, and/or respond to questions from callers.

• Assist the public and other customers coming to the Treasury's office.

• Provide and collect ID badges for both staff and Treasury visitors and maintain log.

• Sign for deliveries and alert appropriate parties of delivery.

• Acts as Accountability Monitor in the event of a building disaster during business hours.

Work Schedule

This position will work Monday-Friday; 8am-5pm; in the Treasury's office location in Salem, Oregon.

Salary Range

$44,460 - $60,792 annually.

Job Classification

This position is classified as an Executive Support Specialist 1. This position is a SEIU represented position .

Required Minimum Qualifications

• Three years of clerical/secretarial experience which included: one year at a full performance level performing typing, word processing, or other generating of documents; and lead work responsibility or coordination of office procedures.

• Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.

Desired Attributes

Job Specific Attributes

• Experience as a receptionist, administrative assistant or executive assistant.

• Experience maintaining and coordinating calendars.

• Experience scheduling meetings.

• Experience preparing and distributing meeting agendas.

• Experience scheduling conference rooms for meetings.

• Experience preparing and coordinating travel.

• Experience with submitting travel expense claims.

• Experience answering phones and routing callers.

• Experience assisting walk-in customers.

• Experience handling mail and other deliveries, as well as distributing.

• Experience handling confidential and sensitive information.

• Experience managing electronic and physical files.

Core Attributes

• Respect - Treats all individuals fairly and respectfully; works effectively with others; fosters an environment where opportunities to thrive are available to all; respects different values and viewpoints.

• Teamwork - Acts in a professional, respectful, and courteous manner, recognizes the worth of others, and places the good of the team ahead of personal objectives.

• Flexibility - Demonstrates willingness to change to meet organizational needs, professionally handles discomfort with a changing work environment, and remains calm in stressful situations.

• Communication - Effectively articulates and exchanges information with internal and external stakeholders. Is prompt in responding to questions and inquiries.

• Initiative - Takes appropriate action without waiting for explicit instructions, generates creative approaches to addressing problems and opportunities.

• Critical Thinking - Identifies and weighs options, makes sound decisions after reviewing all relevant information, plans for potential problems, takes calculated risks, and recognizes impact of solutions.

• Time Management - Prioritizes and manages time effectively across various competing tasks, demonstrating focus and adaptability, arriving on time for meetings, and meeting deadlines.

• Attention to Detail - Demonstrates accuracy and thoroughness when accomplishing tasks.

How to Apply

You are required to upload your resume and cover letter addressing your experience with the numbered items below. You must number these items within your cover letter so we can clearly identify your experience as it pertains to each item.Failure to follow these instructions will result in your application being declined.

1. Experience working as a receptionist, administrative assistant, or executive assistant.

2. Experience with Microsoft Word and Outlook Mail and Calendaring.

3. Experience with customer service and problem resolution.

We will accept applications through the job announcement closing date, however, we may close this recruitment early, if we receive a well-qualified applicant pool. If interested, please apply early.

Benefits of Joining Our Team

• Low employee premium share for medical, dental, vision, and basic employee life (1% or 5% employee share);

• Robust paid leave package, such as vacation, personal business, holidays, sick leave, and floating day of leave;

• PERS retirement benefits;

• Support with training and development;

• Student loan forgiveness under the Public Service Loan Forgiveness Program (PSLF);

• Optional benefits include optional life, short & long term disability, accidental death and dismemberment, Oregon Savings Growth Plan (deferred compensation plan), flexible spending accounts, long term care insurance, employee assistance program, and more!

About Oregon State Treasury

Oregon State Treasury is focused on improving the financial well-being of all Oregonians. We provide low-cost programs for governments, and empower Oregonians to invest in themselves and their loved ones for a more secure future.

We are committed to cultivating a workplace that is diverse, inclusive, and respectful. We value and

support the collective differences in who we are and celebrate the fact that everyone comes to the table as their own unique individual. We believe this commitment empowers our success and makes Oregon State Treasury an excellent place to work. As Treasury employees, our commitment to diversity, equity, and inclusion makes this a safe environment for us to ask questions, learn, and grow, and helps us to better serve Oregonians.

Our Values and Principles

INTEGRITY---INNOVATION---DIVERSITY---TRUST---PROFESSIONALISM---ACCESSIBILITY

Please visit the following webpage to learn more about Oregon State Treasury: https://www.oregon.gov/treasury/Pages/index.aspx

Special Information

• Prospective employees are subject to an extensive background check that may include, but not be limited to, validation of all application materials, prior employment, and professional references, driving records and fingerprint-based state and federal criminal and civil records. Adverse background data may be grounds for immediate disqualification.

• OST does not offer visa sponsorships, and within three days of hire, the successful candidate will be required to complete the U.S. Department of Homeland Security form I-9, confirming authorization to work in the United States.

• Eligible veterans who meet the qualifications will be given veterans' preference. To receive preference you MUST attach appropriate documentation as outlined by the Department of Administrative Services at the following website: Veterans Resources. You may also call the Oregon Department of Veterans' Affairs at 1-800-692-9666.

• OST is an equal opportunity, affirmative action employer committed to a diverse workforce.

• Consistent with the Americans with Disabilities Act (ADA), Oregon State Treasury will provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. Requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please call Oregon State Treasury at 503-378-4000 and request to be connected to Human Resources.