Executive Assistant

Executive Assistant

Executive Support Specialist 1 – Executive Assistant Oregon Department of Transportation Delivery and Operations Division – Region 1 Administrative Services Section Portland

The role:

Join our team as an executive assistant! In this role, you will support three area managers and crews with administrative tasks including scheduling meetings and preparing agendas. You'll also have the opportunity to see transportation projects from start to finish! We need your organizational and administrative skills - apply today!

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.

A day in the life:

• 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.
• Work involves handling multiple priorities and projects with frequent interruptions.
• Work is performed 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!
• To request a copy of the position description, which includes all duties and working conditions, please email ODOTRecruitmentgon.gov.

What's in it for you:

• 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!

Minimum qualifications:

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.

Note:

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.

What we'd like to see:

• Experience providing dedicated administrative support to upper-level management.
• Knowledge of research techniques sufficient to collect, analyze, interpret and report data in both a narrative and statistical format.
• 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.
• Demonstrated advanced skills using Microsoft Office 365 including Word, Excel, PowerPoint and Outlook.

How to apply:

• Complete the following required steps:
  • Fill out the application or attach a resume. Please contact the recruiter under the 'Need help?' section if you have any questions about how to fill out the experience fields or to attach a document. Your submitted experience fields or attached resume must include dates (MM/YYYY) for each employer.
  • Attach a cover letter. 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…