Senior Executive Assistant

State of Oregon•Portland, OR

2d•Hybrid

About The Position

The Oregon Department of Transportation is hiring a Senior Executive Assistant (Executive Support Specialist 2) for the Delivery & Operations Division, Region 1 Business Operations in Portland. The position provides executive and administrative support to the Region 1 Manager, including coordinating schedules, tracking tasks, and serving as a liaison for internal and external stakeholders. The role requires working independently and collaboratively to meet goals and deadlines and support smooth operations. The position works with the business operations team and supports management meetings, special projects, administrative systems, records, and staff training. The work is based in an office environment, with hybrid work options available. ODOT provides a safe and reliable multimodal transportation system connecting people and supporting Oregon communities and its economy. The agency encourages applicants from all backgrounds and abilities. This recruitment may be used to fill multiple or future vacancies. Visa sponsorship is not offered.

Requirements

At least one year of experience performing administrative duties in support of agency projects or programs.
Qualifying experience must involve data collection and analysis, project evaluation and/or analysis, interpretation and application of laws, rules, and regulations, or similar experience.

Nice To Haves

Experience identifying and working with highly sensitive and confidential information.
Experience performing varied administrative support tasks with strict, competing deadlines in a professional setting.
Experience interacting with individuals by phone or written correspondence.
Strong organizational skills and experience managing complex calendars, coordinating events, and tracking follow-ups to ensure accountability.
Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

Responsibilities

Provide executive and administrative support to the Region 1 Manager.
Manage the manager’s complex calendar, schedule meetings, events, and travel, and resolve scheduling 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 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, including assignments 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 paper and electronic filing systems for the Region 1 Manager and manage records retention.
Collaborate with the business operations team to support overall business needs.
Assist and train administrative staff on ODOT administrative procedures, software, and systems.