Executive Assistant (Legal Secretary)

Oregon State Treasury is recruiting for the position of Executive Assistant. This position will be located in our Tigard office. The primary purpose of this position is to provide confidential clerical and administrative support to the Legal & Compliance Division (the "Division"). You will be joining a growing Division that currently includes four attorneys, a paralegal and four compliance professionals. Most of the Division workload focuses on complex transactions and legal and compliance issues and produces a large volume of documentation.

Job Responsibilities

• Provide clerical and administrative support to Division staff;

• Arrange and coordinate meetings, appointments and conferences for Division staff, as requested;

• Receive, date stamp, prioritize and circulate all mail and alert Division staff of any critical materials and corresponding actions needed;

• Provide support and assistance to the Division paralegal with document execution and closings for investment transactions;

• Interface with investment officers, as well as outside consultants and legal and compliance professionals;

• Open, maintain and archive files consistently with policy and legal requirements, as directed by Division staff;

• Ensure compliance with applicable records management and retention policies, as well as calendar and track deadlines;

• Draft and revise legal and compliance documents and correspondence under the direction of Division staff;

• Perform word processing, transcription and data entry tasks;

• Research and book travel arrangements and facilitate all other travel related details and requirements for Division staff;

• Prepare and process expense reports;

• Facilitate purchases, registrations, annual dues and educational supplies for Division staff;

• Participate in the development, preparation and revision of resource materials;

• Attend committee meetings and take meeting minute notes;

• Work collaboratively with the Division paralegal in completing Division tasks and projects;

• Provide coverage assistance for the front desk receptionist;

• Provide notary services, 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 office in Tigard. The schedule will be approximately 90+% time spent remote with a minimum of eight times per year in-office presence, spread over each quarter of the year.

Salary Range

$43,428 - $59,976 annually.

Job Classification

This position is classified as a Legal Secretary. This position is a SEIU represented position.

Minimum Qualifications for Our Position

• Two years of clerical/secretarial experience which included at least one year as a legal assistant or secretary for an attorney or judge or performance of legal support duties (such as preparing legal documents, maintaining legal records or researching legal information). Experience must include proficiency in word processing software.

Ideal Candidate Desired Attributes & Desired Experience

We're looking for a high-performing, motivated team player who is able to...

• Provide administrative support for executive-level management;

• Apply strong organizational skills to perform and prioritize multiple tasks seamlessly with excellent attention to detail;

• Demonstrate strong verbal and written communication skills via phone, in person and through email;

• Prioritize conflicting needs to handle matters expeditiously and proactively;

• Demonstrate patience, attentiveness, sound judgment, strong interpersonal skills, excellent communication skills, the ability to respond promptly to the needs of OST staff, and solicit and interpret feedback to improve service;

• Demonstrate positive interactions with others through communication skills, emotional intelligence, team-work, flexibility, and conflict resolution. The ideal candidate will treat all people with respect under all circumstances, and instill trust in others;

• Adapt to change and meet the shifting needs of the work environment, including delays or other unexpected demands;

• Be self-motivated and resourceful by developing solutions to problems; able to work independently, and seek additional responsibility, opportunities or clarification to improve the organization;

• Demonstrate a strong work ethic, diligence in follow-through and the ability to look for opportunities to streamline current work processes, and develop new procedures for efficient work flow;

• Use independent judgment, and take professional and appropriate actions at all times;

• Manage work time effectively, following through on projects to successful completion, often with deadlines;

• Maintain regular, predictable and on-time attendance;

• Demonstrate familiarity with electronic systems used to perform document management, including a high proficiency in Microsoft Office Suite; and

• Handle confidential and sensitive information.

Important Application Details

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

Please make sure the attributes and minimum 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 special holiday 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, weight watchers, 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 andsupport 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 Treasuryan excellent place to work. As Treasury employees, our commitment to diversity, equity, and inclusion makesthis a safe environment for us to ask questions, learn, and grow, and helps us to better serve Oregonians.

Oregon State Treasury is led by State Treasurer Tobias Read. As Treasurer, he is the state's financial leader, the custodian of public funds and chief investment officer. We prioritize investing for the long term, doing business the right way, and empowering Oregonians to invest in themselves. We're proud of the work we do to help families, governments, and businesses succeed.

Our Values and Principles

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

Please visit the following webpage to learn more about Oregon State Treasury:

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 personal references, credit history, 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: . 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.