Senior Executive Assistant

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Job Description:

Executive Support Specialist 2 – Senior Executive Assistant
Oregon Department of Transportation
Delivery & Operations Division – Region 1
Business Operations
Portland

The role: 

We are hiring a senior executive assistant to support the ODOT Region 1 Manager. This position will provide executive and administrative support in coordinating schedules, tracking tasks and serving as a liaison for both internal and external stakeholders. You will work independently and with a team to ensure goals and deadlines are met and that operations continue to run smoothly. If you have exceptional customer service, communication, and organizational skills and thrive in a fast-paced environment, this job is for you!

We provide a safe and reliable multimodal transportation system that connects people and helps Oregon's communities and economy thrive. We encourage people from all backgrounds and abilities to apply for our positions.

Before applying, visit our applicant information website to learn more about our process. If you are a current State of Oregon employee, you must apply through your employee Workday profile.

A day in the life:

• Provide executive and administrative support to the Region 1 Manager.

• Manage the manager’s complex calendar, including scheduling meetings, events, and travel, and resolving any conflicts.

• Support management meetings by reserving rooms or off‑site locations, arranging catering and travel, preparing agendas, distributing materials, tracking action items, and taking and sharing detailed meeting notes.

• Gather information through independent research and collaboration with staff and management, and summarize findings verbally and in writing.

• Handle multiple assignments with competing deadlines, many involving confidential or sensitive information.

• Assist senior managers with special projects related to budgeting, process improvement, streamlining, personnel matters, and other management issues.

• Maintain the Region 1 SharePoint site.

• Maintain both paper and electronic filing systems for the region manager and manage records retention.

• Work collaboratively with the business operations team to support overall business needs.

• Assist and train administrative staff on ODOT administrative procedures, software, and systems.

• Work in an office environment with hybrid work options available.

• To request a copy of the position description, which includes all duties and working conditions, please email [email protected].

What’s in it for you:

• Work/life balance, 11 paid holidays a year, flexible work schedules, paid leave and so much more. Learn more about working at the Oregon Department of Transportation and the benefits we offer.

• An opportunity to work with a creative, seasoned and collaborative team of NEPA and technical professionals in a unique multidisciplinary environment. Other team members include biologists (aquatic and terrestrial), archeologists, historians, air and noise specialists, and landscape architects.

• Comprehensive and equitable base salary offer within the listed range. Through an equal pay assessment, we will determine the salary offer using the information you provide in your submitted application materials. Please ensure your application materials are detailed, accurate and reflect your skills, experience (paid and unpaid) and education as they relate to the position when applying. 

• The salary range listed is the non-PERS monthly salary range. If you are already a participating PERS member or once you become PERS eligible, the salary range will increase by 6.95%.

• Public Service Loan Forgiveness opportunity!

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Minimum qualifications:

Four years of lead work, supervision, or progressively related experience; OR one year of related experience and a bachelor’s degree in a related field.

What we’d like to see:

If you have these attributes, let us know in your application materials! It's how we will choose whom to move forward! You do not need to have all these qualities to be eligible for this position. We may also use transferable skills, experience and education to help us decide who will move forward.

• Experience identifying and working with highly sensitive and confidential information.

• Experience performing a variety of administrative support tasks with strict, competing deadlines in a professional setting.

• Experience interacting with individuals via phone or written correspondence.

• Strong organizational skills with experience managing complex calendars, coordinating events and tracking follow-ups to ensure accountability.

• Proficiency in Microsoft applications including Outlook, Word, Excel, PowerPoint, Teams and SharePoint.

How to apply:

• Complete the following required steps:

  • Fill out the application or attach a resume. Please contact the recruiter under the ‘Need help?’ section if you have any questions about how to fill out the experience fields or to attach a document. Your submitted experience fields or attached resume must include dates (MM/YYYY) for each employer.

  • Attach a cover letter. Your cover letter should clearly demonstrate how your experience and training relates to the qualities that you have under the “what we’d like to see” section above.

    • Your cover letter must be limited to no more than two (2) pages. Your ability to communicate clearly and concisely will be considered in addition to your letter’s content.

    • Please address your cover letter to Lois Davis, Finance & Business Operations Manager.

    • Generic cover letters that do not address the qualities that you have under the “what we’d like to see” section may receive lower scores than those that addressed the desired qualities.

    • You must upload your cover letter in the ‘Resume/Cover Letter’ section of the application.

  • Complete questionnaire. Answer the checkbox-style questions before submitting your application.

• After you submit your application, please respond to the public records request authorization and gender identity questionnaire. This screen will come after you submit and will complete the process. If you are a current State of Oregon employee, the tasks will come to your Workday inbox.

• If you are a veteran or Oregon National Guard servicemember, you may receive preference. The task to upload your documents will be available after you submit your application. For privacy reasons, please do not attach your military service document(s) to your application or combine it with any other required document attachments.

Need help?

• For questions, call 503-586-6863 or email [email protected].

Additional information:

• We do not offer visa sponsorship. If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US. We are not an E-Verify participating employer, and we are unable to proceed if E-Verify participation is required [e.g., STEM Optional Practical Training (OPT) Extension].

• The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an education institution during the application process.

• We may use this recruitment to fill multiple or future vacancies.

• We will conduct name-based criminal background checks on final candidates, not including current ODOT employees. All applicants may be subject to additional pre-employment check(s) such as driver license, LEDS (Law Enforcement Data System), and/or education verification as required for the position.

• You will become part of the state's management team.

ODOT is an Equal Employment Opportunity and Affirmative Action Employer. We do not discriminate on the basis of race, religion, color, sex, age, national origin, disability, sexual orientation or any other class protected by state or federal laws in admission or access to our programs, services, activities, hiring, and employment practices. Applicants with a disability may request a reasonable accommodation during the application process. For questions, concerns, or complaints regarding EEO/AA/ADA, contact 1-877-336-6368 (1-877-EEO-ODOT). This information can be made available in an alternative format by contacting ODOT Recruitment at 503-986-3700. Oregon Relay Service can be reached by calling 7-1-1.

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