Executive Assistant at Oregon State Government in Salem | ODOT | Materials Lab

Job description

• Bring your administrative talents to the Administrative Services Unit and develop new skills as an executive support specialist! In this important role, you will provide confidential executive support to section and unit managers. Showcase your skills as you ensure a smooth flow of services and communication within the section and our customers. Apply today!
• This position reports to the Administrative Services Unit however, it supports managers outside of the unit.
• The anticipated start date for this position will be in December 2026.
• 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.

Responsibilities

• Coordinate and maintain managers’ calendars, meetings, schedules and deadlines.
• Provide comprehensive meeting support for managers by creating agendas, tracking tasks and coordinating logistics.
• Assist managers by facilitating all travel plans, including booking hotels, vehicles or flights.
• Regularly handle sensitive documents or issues that require strict confidentiality, tact and diplomacy.
• Proactively manage the preparation, tracking, follow-up and filing of all human resources documents in the section.
• Provide confidential support to managers during all phases of recruitments.
• Coordinate and maintain position descriptions, ensuring compliance, clarity, and consistency.
• Manage and track computer assets, replacement schedules, inventories and asset-related documentation.
• Compose and format documents from a variety of sources and determine proper format.
• Develop, review and maintain guides and desk procedures.
• Work Monday through Friday in an office environment with a work schedule closely following building business hours.
• To request a copy of the position description, which includes all duties and working conditions, please email ODOTRecruitment@odot.oregon.gov.

Requirements

• Three years of clerical/secretarial experience which included: one year at a full performance level performing typing, word processing, or other generating of documents; and lead work responsibility or coordination of office procedures.
• Courses or training in office occupations or office technology may be substituted for up to one year of the clerical/secretarial experience. No substitution will be made for the one year at the full performance level.
• If you have these attributes, let us know in your application materials! It's how we will choose whom to move forward! 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.
• Experience working in Human Resource systems such as Workday.
• Experience building trust and maintaining confidentiality of work.
• Experience working on a team with differing opinions.
• Experience tracking statuses, assignments or projects and ensuring resources are used effectively and timelines are met.
• Experience working in a high volume workload environment with conflicting deadlines.
• Experience with process improvement practices and process documentation.

Skills

Required

• Clerical/secretarial experience

Benefits

• Work/life balance, 11 paid holidays a year, flexible work schedules, paid leave and so much more. Learn more about working at the Oregon Department of Transportation and the benefits we offer.
• Comprehensive and equitable base salary offer within the listed range. Through an equal pay assessment, we will determine the salary offer using the information you provide in your submitted application materials. Please ensure your application materials are detailed, accurate and reflect your skills, experience (paid and unpaid) and education as they relate to the position when applying.
• The salary range listed is the non-PERS monthly salary range. If you are already a participating PERS member or once you become PERS eligible, the salary range will increase by 6.95%.
• Public Service Loan Forgiveness opportunity!
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