Executive Assistant

Executive Support Specialist 1 – Executive Assistant

Organization:
Oregon Department of Transportation Delivery and Operations Division – Region 1, Administrative Services Section, Portland.

• Support three area managers and crews with administrative tasks including scheduling meetings and preparing agendas.
• Provide confidential administrative and executive assistance.
• Schedule appointments and maintain calendars for high‑level managers.
• Prepare agendas and take meeting minutes.
• Route paperwork for digital signatures.
• Maintain personnel records and organizational charts.
• Coordinate meetings and conferences, travel itineraries and accommodations.
• Assist hiring managers with recruitments.
• Purchase program specific supplies and trainings.
• Handle multiple priorities and projects with frequent interruptions.
• Work in an office environment using a computer.
• Hybrid work options available – up to 3 days per week working remotely is allowed based on business needs.

• Three years of clerical/secretarial experience, including at least one year at a full performance level performing typing, word processing, or other document generation and lead work responsibility or coordination of office procedures.
• Coursework or training in office occupations or office technology may substitute up to one year of the clerical/secretarial experience, but not the one year at the full performance level.
• Experience providing dedicated administrative support to upper‑level management.
• Knowledge of research techniques sufficient to collect, analyze, interpret, and report data in both narrative and statistical formats.
• Experience helping professional staff with a variety of special projects and assignments relating to project delivery, streamlining, process improvement or management issues.
• Demonstrated organizational skills.
• Advanced skills using Microsoft Office 365, including Word, Excel, PowerPoint and Outlook.

• Attributes and experience that align with the “What we’d like to see” section described in the original posting.

• Work/life balance, 11 paid holidays a year, flexible work schedules, paid leave, and other benefits.
• Comprehensive and equitable base salary offer within the listed range.
• Public Service Loan Forgiveness opportunity.
• Hybrid work options: up to 3 days per week remote based on business needs.

ODOT is an Equal Employment Opportunity and affirmative action employer. We do not discriminate on the basis of race, religion, color, sex, age, national origin, disability, sexual orientation or any other class protected by state or federal laws in admission or access to our programs, services, activities, hiring, and employment practices. Applicants with a disability may request a reasonable accommodation during the application process.