Executive Support Specialist: Strategic Admin for Leaders

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

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.