Executive Assistant - Operations & Policy Analyst 2

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Executive Assistant (Operations and Policy Analyst 2)

The Office of the Governor is seeking an Executive Assistant (OPA2) to provide confidential, high‑level administrative, operational, and policy support to the Deputy Chiefs of Staff and Executive Leadership. This role is central to the Governor’s Executive Team and requires exceptional judgment, professionalism, and political awareness.

What We Are Looking For

As the Executive Assistant, you will manage complex scheduling, coordinate high‑profile meetings, prepare and edit sensitive materials, and serve as a key liaison between the Chief of Staff’s office, state agency leaders, legislators, stakeholders, and members of the public. This position is entrusted with confidential information and plays an essential role in ensuring the alignment of administrative operations with the Governor’s priorities and executive decision‑making.

This is an exciting opportunity to support the Deputy Chiefs of Staff of Oregon’s Executive Branch and contribute directly to statewide policy coordination, agency communication, and operational success.

Duties and Responsibilities:

Confidential Executive Support (60%)

• Coordinate and prioritize requests for the Chiefs’ time; manage complex calendars in Microsoft Outlook.
• Serve as liaison between Chiefs, Governor’s staff, agency directors, legislators, media, and external partners.
• Research, assemble, edit, and summarize sensitive information for policy, budget, and administrative decisions.
• Draft and edit correspondence, including letters requiring the Governor’s signature.
• Prepare the Governor’s Weekly Report and support other internal communications.
• Provide full meeting support: agenda materials, briefing documents, logistics, and follow‑up.
• Draft briefing memos, letters, and official correspondence.
• Coordinate travel, prepare expense claims, and maintain administrative systems and procedures.
• Screen mail, callers, and visitors; resolve issues or route appropriately.
• Provide backup support to the Governor’s Scheduling team.

Management Participation and Operational Coordination (20%)

• Assist the Executive Team and Policy Team Leaders in planning and development of strategic initiatives.
• Facilitate scheduling prioritization, research assignments, and administrative coordination.
• Support planning for all‑staff meetings, Executive Team and Policy Team meetings, retreats, and events.
• Track and monitor program and operational data; recommend improvements to systems or procedures.
• Provide backup support to the Directors of Administration and Business Operations on budget, HR, facilities, and administrative services.

Liaison & Coordinating Activities (20%)

• Coordinate meetings involving the Governor, Chief of Staff, Deputy Chiefs, agency heads, and policy teams.
• Support legislative tracking and coordination during session.
• Follow up on assignments to ensure timely completion and alignment with the Governor’s priorities.
• Collaborate with staff and managers across the Executive Branch to advance long‑ and short‑term objectives.
• Assist in recruitment activities for Governor’s Office positions as needed

Desired Attributes

• Experience in state or local government with strong ability to navigate laws, rules, and regulations.
• Expertise in scheduling and administrative coordination using Microsoft Outlook and other office technologies.
• Excellent written and verbal communication skills with the ability to research, analyze information, and prepare clear recommendations.
• Strong organizational skills, attention to detail, and capacity to manage multiple priorities under tight deadlines.
• Demonstrated ability to maintain confidentiality, exercise sound judgment, and build effective working relationships across teams.
• Understanding of organizational theory and effective communication techniques to support collaboration and problem‑solving.

Essential Requirements

• Ability to navigate confidential, political, and sensitive situations with professionalism
• Ability to collaborate effectively with agency leadership, policy staff, and external partners
• Proven ability to prioritize, adapt quickly, and maintain high accuracy in a fast‑moving environment

Minimum Qualifications

Four years of staff-level experience providing administrative support to management. The experience must include technical or analytical duties in the management of program goals and objectives; performing program or project planning; preparing, monitoring, or controlling budgets;

or

Performing research and providing analytical information and/or recommendations used in management decision making.
A Bachelor's degree in Business Administration, Management, Public Administration or a closely-related field may be substituted for up to two years of the required experience.

Working Conditions

This position operates in a fast‑paced environment with frequent deadlines, political sensitivity, and competing priorities. Work may require occasional extended hours, coordination of events off‑site, and occasional work from the Governor’s Portland office. The role involves frequent interaction with high‑level officials, stakeholders, and members of the public and requires discretion, diplomacy, and strong situational awareness. Working hours from office space in Portland may  occasionally be required.

Why Join Our Team?

Joining our team offers the opportunity to make a meaningful impact by supporting the Governor’s Office and contributing to Oregon’s mission of public service. You will work in a dynamic environment at the State Capitol, serving as the first point of contact for dignitaries, legislators, and stakeholders while gaining valuable experience in government operations and protocol.

• This position is eligible for on-site, in-office work will be required. from office space in Portland may  occasionally be required.
• Work/life balance, 11 paid holidays a year, and a competitive benefits package.
• Advancement and learning opportunities that will help grow your career with the State of Oregon.
• Get There - Oregon’s easy-to-use carpool matching tool and trip planner.

Application Details and Instructions:

• Visit the State of Oregon job opportunities webpage to submit your application. Please ensure the work history in your applicant profile is up to date and attach a current copy of your cover letter and resume.  If you are a current State of Oregon employee, you must apply through your employee Workday account.
• This announcement is for (1), full-time, executive services, supervisory exempt, Executive Assistant, (Classification: Operations & Public Analyst 2)  position and may be used to fill future vacancies.
• Please save a copy of this job announcement for reference, as it is not available for you to view after the announcement deadline. If you have questions about the announcement, or need an alternate format to apply, please contact the Recruiter, John Paschal at: [email protected] | 971-493-9589.
• Eligible veterans and Oregon National Guard servicemembers (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 in order to have the preference considered.

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Equal Opportunity Statement

The Governor’s Office is an equal opportunity employer committed to fostering a diverse, equitable, and inclusive workplace. We prohibit discrimination on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity, marital status, age, veteran status, disability, or any other protected status under applicable law. We value diversity as a strength and strive to create an environment where all individuals can thrive and contribute fully to Oregon’s mission of public service.