Senior Executive Assistant

State of Oregon•Portland, OR

4d•$4,312 - $5,988•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 team 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 independent work and collaboration to help meet goals and deadlines and keep operations running smoothly. The position supports management meetings and special projects, handles confidential and sensitive information, maintains Region 1’s SharePoint site and filing systems, and assists administrative staff with ODOT procedures, software, and systems. The work is in an office environment, with hybrid work options available. The listed monthly salary range is $4,312–$5,988, described as the non-PERS range. The employer states that the range increases by 6.95% for participating or PERS-eligible members. The position offers paid holidays, flexible work schedules, paid leave, and a Public Service Loan Forgiveness opportunity. Applicants must submit an application or resume, a cover letter of no more than two pages addressed to Lois Davis, and a completed questionnaire.

Requirements

One year of experience performing administrative duties in support of agency projects or programs. Qualifying experience involves data collection and analysis, project evaluation and/or analysis, interpretation and application of laws, rules, and regulations, or similar experience.
Submit an application or resume that includes employer dates in MM/YYYY format.
Submit a cover letter of no more than two pages addressing relevant experience and training, addressed to Lois Davis, Finance & Business Operations Manager.
Complete the application questionnaire.

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 conflicts.
Support management meetings by arranging locations, catering, and travel; preparing agendas; distributing materials; tracking action items; and taking and sharing detailed notes.
Gather information through research and collaboration with staff and management, and summarize findings verbally and in writing.
Handle multiple assignments with competing deadlines, including work 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.