Senior Executive Assistant

Executive Support Specialist 2 – Senior Executive Assistant

Oregon Department of Transportation

Delivery & Operations Division – Region 1

Business Operations

Portland

We are hiring a senior executive assistant to support the ODOT Region 1 Manager. This position will provide executive and administrative support in coordinating schedules, tracking tasks and serving as a liaison for both internal and external stakeholders. You will work independently and with a team to ensure goals and deadlines are met and that operations continue to run smoothly. If you have exceptional customer service, communication, and organizational skills and thrive in a fast‑paced environment, this job is for you!

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.

• Provide executive and administrative support to the Region 1 Manager.
• Manage the manager’s complex calendar, including scheduling meetings, events, and travel, and resolving any 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 meeting 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, many 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 both paper and electronic filing systems for the region manager and manage records retention.
• Work collaboratively with the business operations team to support overall business needs.
• Assist and train administrative staff on ODOT administrative procedures, software, and systems.
• Work in an office environment with hybrid work options available.

• 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.
• An opportunity to work with a creative, seasoned and collaborative team of NEPA and technical professionals in a unique multidisciplinary environment. Other team members include biologists (aquatic and terrestrial), archeologists, historians, air and noise specialists, and landscape architects.
• 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!

Four years of lead work, supervision, or progressively related experience; OR one year of related experience and a bachelor’s degree in a related field.

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

ODOT is an Equal Employment Opportunity and Affautionary 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, hiring, and employment practices. Applicants with a disability may request a reasonable accommodation during the application process.

For questions, concerns, or complaints regarding EEO/AA/ADA, contact 1‑877‑336‑6368 (1‑877‑EEO‑ODOT). This information can be made available in an alternative format by contacting ODOT Recruitment at 503‑986‑3700. Oregon Relay Service can be reached by calling 711.