Senior Executive Assistant
About The Position
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.
Requirements
- 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.
- 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.
- Must fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US.
Nice To Haves
- 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.
Responsibilities
- 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.
Benefits
- Work/life balance
- 11 paid holidays a year
- flexible work schedules
- paid leave
- Public Service Loan Forgiveness opportunity!
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
Associate degree
