Executive Assistant

Oregon Department of Transportation; Salem (OR); On-site; USD 42,000 - 58,000; Full time

Benefits offered by this job

11 paid holidays

Flexible work schedules

Paid leave

Public Service Loan Forgiveness

Job summary

Oregon Department of Transportation in Salem seeks an Executive Assistant to support the Administrative Services Unit and coordinate with managers across the organization. You will manage calendars, arrange travel, prepare confidential HR documents, and assist with recruitment while maintaining accuracy and diplomacy.

This role requires strong clerical experience, proficiency with office systems, and the ability to handle sensitive information.

Qualifications

• Three years of clerical/secretarial experience, including one year at a full performance level.
• Courses or training in office occupations or office technology may substitute for up to one year of the clerical/secretarial experience.
• Experience using HR systems such as Workday.

Responsibilities

• Coordinate and maintain managers’ calendars, meetings, schedules and deadlines.
• Provide meeting support by creating agendas, tracking tasks and coordinating logistics.
• Assist with travel planning—booking hotels, vehicles and flights.
• Handle confidential documents requiring tact and diplomacy.
• Prepare, track, and file human resources documents; support recruitment processes.
• Coordinate and maintain position descriptions for clarity and consistency.
• Manage computer assets, replacement schedules, inventories and related documentation.
• Compose and format documents from various sources.
• Develop, review and maintain guides and desk procedures.

Skills

Clerical experience

Secretarial work

Word processing

Education

Office occupations courses

Tools

Workday

Job description

Job Description

Executive Support Specialist 1 – Executive Assistant

Oregon Department of Transportation

Delivery & Operations Division – Statewide Project Delivery Branch

Business Operations Section / Administrative Services Unit

Salem

The Role

Bring your administrative talents to the Administrative Services Unit and develop new skills as an

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.

Initial Posting Date

09/17/2026

Application Deadline

09/24/2026

Agency

Department of Transportation

Salary Range

$3,798 - $5,193

Position Type

Employee

Position Title

Executive Assistant

A Day In The Life

• 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 [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.

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 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.

Need help?

• For questions, call 971-273-8687 or email [e-mail].

Additional Information

• This position is located in Salem and currently located at our Materials Lab; however, the location may update to the Mill Creek Building depending on business needs.
• 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 Affomative 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.

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