Executive Assistant

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Job Description:

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 support specialist! In this important role, you will provide confidential executive 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!

This position reports to the Administrative Services Unit however, it supports managers outside of the unit.

The anticipated start date for this position will be in December 2026.

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 ourapplicant information websiteto learn more about our process. If you are a current State of Oregon employee, you must apply through youremployee Workday profile.

A day in the life:

• Coordinate and maintain managers’ calendars, meetings, schedules and deadlines.

• Provide comprehensive meeting support for managers by creating agendas, tracking tasks and coordinating logistics.

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

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

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

• Provide confidential support to managers during all phases of recruitments.

• Coordinate and maintain position descriptions, ensuring compliance, clarity, and consistency.

• Manage and track computer assets, replacement schedules, inventories and asset-related documentation.

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

• Develop, review and maintain guides and desk procedures.

• Work Monday through Friday in an office environment 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[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.

• 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:

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.

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 and education to help us decide who will move forward.

• Experience working in Human Resource systems such as Workday.

• Experience building trust and maintaining confidentiality of work.

• Experience working on a team with differing opinions.

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

• Experience working in a high volume workload environment with conflicting deadlines.

• Experience with process improvement practices and process documentation.

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.

    • Please address your cover letter to Zenas Burgin, Administrative Services 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 971-273-8687 or email [email protected].

Additional information:

• This position is located in Salem and currently located at our Materials Lab; however, the location may update to the Mill Creek Building depending on business needs.

• 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, 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 be represented by the Service Employees International Union (SEIU).

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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