Executive Assistant to the Commissioner

State of Utah Office of the Governor • Salt Lake City, UT

3d • $23 - $48 • Onsite

About The Position

The Utah Department of Transportation (UDOT) is seeking an experienced, proactive, and detail-oriented Executive Assistant to provide principal administrative support directly to the Commissioner. In this highly confidential role, you will manage executive administrative details, oversee complex scheduling and travel, research and respond to inquiries, and lead special projects to optimize executive operations. You will serve as a key liaison between the Commissioner’s office, Agency Department Heads, the Governor’s office, State Legislators, and key external stakeholders. Additionally, you will provide vital leadership within the Administration Office by supervising front desk reception personnel and offering back-up support to Deputy Commissioners and senior leadership as needed.

Requirements

• A minimum of four (4) years of professional administrative experience supporting senior-level executives, directors, or agency heads.
• Proven track record of managing complex executive calendars, scheduling, and logistics.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Gmail, Calendar, Drive, Docs, Sheets).
• Proven ability to work in a close, confidential capacity with senior leadership, handling sensitive information with absolute integrity.
• Exceptional organizational skills with the ability to multitask, anticipate executive needs, and stay ahead of fast-moving daily schedules.
• Elite verbal and written communication skills, with mastery of Business English, grammar, and professional editing.
• Ability to interact professionally with high-profile stakeholders, including legislators, legislative staff, and the Governor’s Office.
• Familiarity with State Travel Rules, State HR/payroll procedures, and State Accounting policies and procedures.
• Strong critical-thinking skills to independently explore alternatives and propose quality solutions to operational challenges.

Nice To Haves

• Excellent communication and interpersonal skills with the ability to work with very technical professionals, elected officials, and citizens from all over the state of Utah
• Strong emotional intelligence with the ability to stay calm and focused in a highly charged, fast paced environment
• The ability to maintain absolute confidentiality in all matters.
• Prior experience working within state government or a public agency.
• Experience collaborating with external organizations.

Responsibilities

• Manage the Commissioner’s complex calendar, strategically scheduling meetings, resolving conflicts, and proactively adjusting schedules as priorities shift.
• Anticipate briefing needs; compile, organize, and maintain electronic materials/files required for daily meetings and presentations.
• Arrange comprehensive travel itineraries, lodging, and registrations for the Commissioner and senior staff. Process travel authorizations and reimbursements in compliance with state rules.
• Review and prioritize the Commissioner's inbox, flagging urgent items and tracking action items to ensure timely follow-through.
• Draft, review, and edit high-level correspondence, reports, and documents for the Commissioner’s signature, ensuring flawless grammar, formatting, and adherence to agency procedures.
• Screen incoming requests, calls, and visitors. Research and resolve complex questions or complaints from stakeholders, explaining policies and facilitating solutions.
• Serve as the primary administrative support for assigned committees. Prepare agendas, attend meetings, transcribe minutes, and post required materials to the Utah Public Notice Website.
• Lead and mentor front desk reception staff, overseeing scheduling, providing professional coaching, and conducting performance evaluations.
• Maintain highly organized, secure physical and electronic filing systems.
• Serve as a collaborative team player, providing backup administrative support to Deputy Commissioners and other executive assistants during absences.

Benefits

• Competitive medical premiums, including comprehensive family plans with low out-of-pocket costs and HSA options.
• Choice between a 10% employer-paid 401(k) (no match required) or a Pension/401(k) Hybrid plan.
• 12 paid holidays per year.
• 8 hours of combined leave (4 annual and 4 sick) accrued each pay period.
• Multiple high-quality dental plan options.
• Multiple high-quality vision plan options.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed