Executive Support Specialist

Oregon State Treasury is recruiting for the position of Executive Support Specialist. The primary purpose of this position is to provide administrative support for the Chief Investment Officer and other senior management in the Investment Division. This position serves as the key communication link between the Investment Division senior management team, other Investment Division, Treasury Staff, and the Oregon Investment Council. 

Job Duties Summary  

• ​Arranges and coordinates meetings, appointments and conferences for the Chief Investment Officer (CIO); 

• Proactively maintains and updates the CIO's calendar and other senior management in the Investment Division; 

• Establishes and maintains files for the CIO, and reports in a timely and accurate manner; 

• Receives and prioritizes all incoming mail for the CIO;  

• Research and books travel and facilitates all other travel-related details and requirements; 

• Prepares and processes the CIO's expense reports; 

• Has primary responsibility for assembling and distributing Oregon Investment Council meeting materials in both hard copy and electronic form.  Specific duties include the following:  

• Post all required public notices on an accurate and timely basis; 

• Coordinate and verify submission, approval and distribution schedule with CIO; 

• Keep CIO apprised of submission progress and work with other staff members to facilitate and verify on-time material delivery; 

• Ensure that all OIC meeting material (in both electronic and hard copy form) is assembled accurately and delivered according to pre-specified deadlines. 

• Facilitates various purchases and transactions. Keeps an accurate spreadsheet reflecting purchases and credits for accounting purposes.  Works with Treasury's accounting division to ensure reconciliation of all purchases made. 

• Provide front desk reception and main telephone number coverage as needed.  

Work Schedule 

This position will have the opportunity for a hybrid (remote and in-office) work location schedule; in-office work will be predominately from Treasury’s ​Tigard office​. This position works from the Tigard office every Monday and every fourth Friday. Additional days in the office may be required to meet agency operational needs.   

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 

• Customer Service. The ideal candidate should demonstrate patience, attentiveness, clear communication, sound judgment, ability to manage difficult customer situations, respond promptly to the needs of the customer, and solicit and interpret feedback to improve service. This experience should include customer contact via phone, in-person, or by email. 

• Problem Solving.  The ideal candidate should demonstrate they have experience with identifying problems, as well as solutions, by researching applicable laws or rules, and determining a course of action. 

• Interpersonal relationships.  The ideal candidate will demonstrate positive interactions through communication skills, emotional intelligence, teamwork, flexibility, and conflict resolution. The ideal candidate will treat all people with respect under all circumstances, and instill trust in others. 

• Initiative. The ideal candidate will take responsibility for deciding where the work need is, and coordinate his or her daily schedule. The ideal candidate looks for opportunities to streamline current work processes, and develop new procedures for efficient work flow. 

• Communication Skills. The ideal candidate will have strong oral and written communication skills via phone, in person and through email.   

• Adaptable.  Able to adapt to change, flexible, and meet the shifting needs of the work environment, including delays or other unexpected demands. 

• Articulate.  Able to clearly and effectively communicate in writing, and verbally with a diverse audience. 

• Self-reliant.  Able to be self-motivated and resourceful by developing own solutions to problems; able to work independently, and seek additional responsibility, opportunities or clarification to improve the organization. 

• Organized.  Able to organize work effort into logical actions or steps. Able to plan and prioritize work.   

• Dependable.  Able to organize work effort into logical actions or steps. Able to plan and prioritize work.  Regular, predictable and on-time attendance.  

• Administrative Support Experience. Experience providing administrative support for executive-level management, and for domestic and international travel. 

• Detail Oriented. Excellent attention to detail.  

• Microsoft Office Suite. Proficient in Microsoft Office Suite.  

How to Apply 

You are required to upload your resume and a cover letter describing how you meet the desired attributes listed above.  

Please make sure the attributes and qualifications you possess are clearly demonstrated in your application materials. Following these instructions and providing this information will be used to determine which candidates will be selected to move forward in the process. 

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.