Executive Assistant

State of Oregon; Salem (VA); On-site; USD 42,000 - 58,000; Full time

Benefits offered by this job

Paid holidays

Flexible schedule

Paid leave

Loan forgiveness

Job summary

Oregon Department of Transportation, Delivery & Operations Division – Statewide Project Delivery Branch, Administrative Services Unit in Salem, seeks an Executive Support Specialist I to provide confidential executive support, manage calendars, coordinate travel, and maintain HR documents.

The role reports to the Administrative Services Unit and supports managers beyond the unit, with a December 2026 start date.

Qualifications

• Three years of clerical/secretarial experience including typing, word processing or document generation at a full performance level.
• Experience with HR systems such as Workday.
• Ability to maintain confidentiality and handle sensitive information.
• Experience working in a team with differing opinions.
• Experience tracking statuses, assignments or projects to meet timelines.
• Experience in a high-volume workload with conflicting deadlines.
• Experience with process improvement and process documentation.

Responsibilities

• 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 travel plans, including hotels, vehicles or flights.
• Regularly handle confidential documents or issues requiring tact and diplomacy.
• Manage HR documents preparation, tracking, follow-up and filing.
• Provide confidential support to managers during recruitments.
• Coordinate and maintain position descriptions with compliance and clarity.
• Manage computer assets, replacement schedules and asset documentation.
• Compose and format documents from various sources and determine proper format.
• Develop, review and maintain guides and desk procedures.

Skills

Confidentiality

Team collaboration

Time management

Process documentation

Job description

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

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 executive support specialist! In this important role, you will provide confidential executive support to section and unit managers. Showcase your skills as you ensure a smooth flow of services and communication within the section and our customers. 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. We do not offer visa sponsorship.

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.

What’s in it for you

Work/life balance, 11 paid holidays a year, flexible work schedules, paid leave and so much more. Comprehensive and equitable base salary offer within the listed 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.

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. If you are a veteran or Oregon National Guard servicemember, you may receive preference. 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 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. 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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