Executive Support Specialist 1 – Executive Assistant
Oregon Department of Transportation
Delivery & Operations Division – Statewide Project Delivery Branch
Business Operations Section / Administrative Services Unit
Salem

The role: 

Bring your administrative talents to the Administrative Services Unit and develop new skills as an executive assistant! In this important role, you will provide confidential executive and business support to section and unit managers. Showcase your skills as you ensure a smooth flow of services and communication within the section and our customers. Apply today!

The position reports to the Administrative Services Unit; however, the position supports managers outside of the unit.

We encourage people from all backgrounds to apply for our positions. We hope you’ll join us on our path to increasing diversity, equity, inclusion and belonging through our values, commitments, strategies and actions.

A day in the life:

• Build and maintain trust with managers and peers.

• Proactively manage the preparation, tracking, follow-up and filing of all human resources documents in the section.

• Coordinate and maintain the managers’ calendars.

• Assist managers by facilitating all travel plans, including booking hotels, vehicles or flights.

• Provide comprehensive meeting support to the managers by coordinating the venue, creating agendas, taking meeting notes and tracking tasks.

• Compose and format documents from a variety of sources and determine proper format.

• Manage and track the section's computer asset inventory using the branch systems.

• Work independently on assignments and collaboratively as part of our admin team.

• Develop, review and maintain guides and desk procedures.

• Work in an office environment.

• Regularly handle documents or issues that require strict confidentiality, tact and diplomacy.

• Work Monday through Friday with a work schedule closely following building business hours.

• To request a copy of the position description, which includes all duties and working conditions, please email ODOTRecruitment@odot.oregon.gov.

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.

• 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!

Minimum qualifications:

Three years of clerical/secretarial experience which included: one year at a full performance level performing typing, word processing, or other generating of documents; and lead work responsibility or coordination of office procedures.

Note:

• Courses or training in office occupations or office technology may be substituted for up to one year of the clerical/secretarial experience.

• No substitution will be made for the one year at the full performance level.

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, education and alignment with ODOT values to help us decide who will move forward.

• Experience working collaboratively and contributing to a positive, respectful, and productive work environment.

• Experience tracking statuses, assignments, or projects ensuring resources are used effectively and timelines are met.

• Experience researching and using data and resources to make decisions and solve problems.

• Experience in prioritizing, reviewing, and providing error free work in a time sensitive environment.

• Experience working with confidential documents or processes.

Learn more and apply:

This recruitment closes at 11:59 p.m. on Monday, Dec. 23, 2024.

Please note that we can only accept applications through our website: https://oregon.wd5.myworkdayjobs.com/en-US/SOR_External_Career_Site/job/Executive-Assistant_REQ-170767.

Questions? Call 971-273-8687 or email ODOTRecruitmentEM@odot.oregon.gov.

ODOT is an Equal Employment Opportunity and Affirmative Action Employer