Senior Executive Assistant

State of Oregon•Portland, OR

6d•Hybrid

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.
Your submitted experience fields or attached resume must include dates (MM/YYYY) for each employer.
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.
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.
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.

Nice To Haves

Exceptional customer service, communication, and organizational skills
Thrive in a fast-paced environment

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.