Executive Assistant

Do you have experience providing administrative support to executive leaders? Do you excel in office organization, communicating on different platforms, and calendar coordination?

We are looking for one (1) Executive Assistant to join our team! This is a hybrid position and will meet with our team on-site in Salem, OR, two days per week.

Did you know the Oregon Lottery is a leader in the gaming industry and an important contributor of revenue for the state's schools, economic development, parks, watershed restoration, veteran's programs, and outdoor schools.

About the Role

You will report to Lottery Executive Leadership and provide complex and confidential administrative support to Executive Team Member(s) and their department(s). You will provide calendar management, prepare information, and provide records management. Will assist with budget monitoring functions and coordinate executive training and travel. You will be a resource to other department employees and the primary backup to the Senior Executive Assistant.

You Will:

• Apply Lottery Management Core Values and Expectations in performing daily activities. Ensure conduct embodies the principles of fairness, integrity, security, and honesty. Support and integrate into your work the Lottery's commitment to:

  • Responsible Gambling

  • Diversity, Equity, and Inclusion

  • Culture of Safety

• Provide complex, confidential administrative support to Executive Team members.

• Manage the assigned executives’ calendar, responding to requests for meetings.  Manage and set agenda for assigned meetings.

• Initiate, answers, filters and prioritize telephone calls; take messages or refer callers.

• Manage and routes correspondence.

• Draft correspondence and different types of documents, including letters, memos, presentations and reports. Routes for review and signature(s) when needed.

• Coordinate the assigned executives’ attendance for training and conferences. This includes obtaining required approvals, making travel arrangements, ensuring the executive has all the needed information and materials, and expense reporting.

• Provide meeting support by creating agendas and other materials, preparing minutes, distributing to appropriate parties, tracking action items and maintaining records of meetings.

• Collect, analyzes, and report information.

• Ensure incoming mail is sorted and distributed to appropriate department staff.

• Communicate administrative directives, guidelines, and general information to the staff.

• Maintain manuals with current information.

• Prepare special reports.

• Assist Business Operations Analysts with compiling and organizing information for the development and preparation of the annual and end of year budget activities.

• Assist Business Operations Analysts with logging, tracking and auditing expenses.

• Prepare purchase requisitions, invoices, and other purchasing documents.

• Purchases departmental supplies.

• Meet and welcome visitors to the executive office or department.

• Serve on or facilitate task forces, teams and committees.

• Participate in special projects.

• Coordinate new employee onboarding.

• Be the primary backup for the Senior Executive Assistant.

You Have:

Minimum Qualifications

• Associate's Degree and three (3) years of experience in providing high level, complex administrative support for a mid to senior level manager; OR

• Five (5) years of experience in providing high level, complex administrative support for a mid to senior level manager.

As an employee, you will enjoy:

Work/life balance

• Vacation Leave: 10 hours per month, with increased accruals every 5 years

• Sick Leave: 8 hours per month

• Personal Business Leave: 24 hours per year

• 11 Holidays per year

Benefits

• Comprehensive medical, dental, vision, and prescription benefits with low monthly premiums

• Life insurance, short-term and long-term disability, accidental death, long-term care, and pre-tax flexible spending accounts

• Public Employees Retirement System (PERS) - retirement program includes defined benefit (pension) and defined contribution (retirement savings)

• Oregon Savings Growth Plan 457(b) deferred compensation plan that provides additional savings for retirement; post tax, pre-tax options available