Executive Assistant

State of Oregon; Portland, Northern (OR, KY); Hybrid; USD 42,000 - 58,000; Full time

Benefits offered by this job

Hybrid work options

Job summary

The Oregon Department of Transportation is seeking an Executive Assistant to support three area managers and crews with confidential administrative tasks in Portland. You will manage calendars, prepare agendas, organize meetings, and route documents for signatures, contributing to project delivery from start to finish.

Hybrid work options are available, with up to three days remote per week based on business needs.

Qualifications

• Three years of clerical/secretarial experience with leadership or coordination duties.
• Proficient in MS Office 365 (Word, Excel, PowerPoint, Outlook).
• Ability to manage calendars, prepare agendas, and handle confidential information.

Responsibilities

• 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, travel itineraries and accommodations.
• Assist hiring managers with recruitments.
• Purchase program specific supplies and trainings.

Skills

Clerical experience

Executive support

Calendar management

Meeting minutes

Prioritization

Tools

Word

Excel

PowerPoint

Outlook

Job description

Position Overview

Initial Posting Date: 09/04/2026 Application Deadline: 09/14/2026 Agency: Department of Transportation Salary Range: $3,798 - $5,193 Position Type: Employee Position Title: Executive Assistant Job Description: Executive Support Specialist 1 - Executive Assistant Oregon Department of Transportation Delivery and Operations Division - Region 1 Administrative Services Section Portland

The role

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 [e-mail].

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.

Additional information

We do not offer visa sponsorship.

If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US. We are not an E-Verify participating employer, and we are unable to proceed if E-Verify participation is required [e.g., STEM Optional Practical Training (OPT) Extension]. The State of Oregon does not request or require your age, date of birth, attendance or graduation dates from an education institution during the application process. We may use this recruitment to fill multiple or future vacancies. We will conduct name-based criminal background checks on final candidates, including current ODOT employees. All applicants may be subject to additional pre-employment check(s) such as driver license, LEDS (Law Enforcement Data System), and/or education verification as required for the position. You will be represented by the Service Employees International Union (SEIU).

ODOT is an Equal Employment Opportunity and Affiravious 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. 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 7-1-1.

About Oregon State Government

Executive assistance, administrative assistant, administrative support, administrative oversight Oregon state government is a large organization by nearly any standard. With over 40,000 employees working all over the state, in small communities and large, we are proving that government can be innovative. We work as a team, challenging ourselves to be better, faster and more efficient with taxpayer dollars. After all, when every day we are responsible for caring for the needs of a diverse population and thriving business community, we simply must have the best and brightest workforce. If you take responsibility for your actions, are passionate about helping others succeed, and have a reputation for excellence and honesty, why not make Oregon state government your next career move? Joining our team means open the door to many possibilities. From entry level to executive, outdoor work to policy setting, we have a role for nearly every calling, expertise and background. If you’re looking at us from across the country (or beyond!), know that Oregon is one of the most beautiful places on earth. Made up of seven diverse regions, Oregon has the ocean, mountains, valleys, high desert, cities, small towns, and almost everything in between. Oregon "flies with her own wings".