About Travel Oregon

Do you have a passion for Oregon, along with an appreciation for the unpredictable and somewhat maverick nature of this place we call home? Working for Travel Oregon is more than a job. It is a life less ordinary, an eternal quest to share the next farm-to-table meal, powdery slope, coastal sunrise, or cultural experience. Our mission is to inspire travel that uplifts Oregon communities. We work with our communities to be stewards of Oregon, we work to optimize economic opportunity, advance equity, and respect the ecosystems, cultures, and places that make Oregon ... Oregon.

About This Role

The Executive Assistant to the Vice President is responsible for providing confidential support to the VP and corresponding department through coordination, administrative support, and communication. This role streamlines communication & coordination across the department, Travel Oregon organization and any relevant external stakeholders. 

Essential Duties

• Provide detailed administrative support for the VP’s calendar & email inbox, managing both with discretion and excellent prioritization
• Act as the concierge to the VP, providing excellent service to all internal and external stakeholders
• Plan & execute all details of VP’s meetings, travel and events, both locally and internationally, providing remote assistance when needed
• Preparation, scheduling & coordination of department, studio and multi-stakeholder meetings
• Attend department-level and studio-level meetings to take meeting minutes & capture important action items
• Support VP in developing agenda items & prep for department meetings
• Completing special tasks or projects for the Executive team as assigned
• Act as liaison between HR, VP & Department, coordinating interviews, completing relevant personnel forms and trainings as-needed
• Compile reports & presentations in Word, Excel or PowerPoint for the VP or department; these may include financial reports, invoices, contracts, expenses, supply orders or other items
• Maintain filing, archiving, and document management for the department as-needed
• Maintain and update resources and forms owned and shared by the department to ensure accurate information.
• Manage all matters with a high degree of discretion and confidentiality 

Requirements

• Minimum of 2 years of experience providing support to senior leadership in a confidential capacity
• A Bachelor’s Degree in Business, Non-Profit Management, Communications or a related field. Additional work experience in a relevant role accepted in lieu of degree
• Proven experience managing executive communications, schedules and multi-stakeholder events
• Demonstrated ability to anticipate leadership needs, prioritize and apply sound independent judgment
• Exceptional customer service and interpersonal skills with a diverse array of audiences
• Excellent written & verbal communication with a variety of audiences and ability to proofread and edit written materials
• Demonstrated ability to apply the principles of diversity, equity and inclusion to all interactions & communications
• Experience developing, tracking and monitoring budgets & other fiscal items

About Our Work Environment:

This position is designated as hybrid. Business needs may require the employee to come into a designated workplace on a periodic basis. Overnight travel, up to 20% of work time, is required in this position. Travel Oregon offers flexible schedules and telecommuting arrangements that meet the needs of the agency and our staff while aiming to balance that flexibility with the value of in-person collaboration and best serving our mission. As a semi-independent state agency, we feel strongly about cultivating and nurturing strong relationships, both across our workforce and with our many partners and stakeholders throughout the state. To support that aim, our employees working in roles designated as hybrid or remote must reside in Oregon.

Compensation & Benefits:

Starting Salary Range: $56,950.00-$68,350.00

Benefits

• Accrual of 12 days paid vacation plus 3 days personal business leave and 12 days paid sick leave; 11 paid holidays, 3 days paid volunteer leave, and available paid bereavement leave. 
• 100% of health care premiums for core benefits (medical/dental/vision) for employee and family are paid by Travel Oregon.  
• Optional health care and dependent care flexible spending accounts (FSAs). 
• After six full months of employment, participation in the Public Employees Retirement System (PERS), including generous Travel Oregon contributions with no employee match required; optional participation in a 403(b) account (Oregon Savings Growth Plan) is also available.

Equal Employment Opportunity

Travel Oregon is an Equal Opportunity Employer and does not discriminate in employment opportunities or practices based on race, ethnicity, national origin, ancestry, color, sex, gender identity or expression, sexual orientation, marital or parental status, pregnancy or childbirth, disability, age, religion, creed, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law. We encourage and respect different viewpoints and experiences as being essential to the process of innovation. We strive to acquire, grow, and maintain a diverse and inclusive workplace that applies principles and standards equitably while supporting the needs and accommodations of the individual employee.

Consistent with the Americans with Disabilities Act (ADA) and federal and state laws, it is the policy of Travel Oregon to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. If you require reasonable accommodation in completing the employment application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please contact cheryl@traveloregon.com. Travel Oregon provides qualifying veterans and disabled veterans with preference in employment. Please review the following webpage on veterans' preference in state employment and indicate your status and submit documentation accordingly: https://www.oregon.gov/jobs/pages/veterans.aspx.