Senior Executive Assistant

Department of Transportation; Portland (OR); Hybrid; USD 70,000 - 110,000; Full time

Benefits offered by this job

Work/life balance

Flexible schedules

Job summary

Oregon Department of Transportation in Portland seeks a Senior Executive Assistant to support the Region 1 manager with executive and administrative duties, coordinating schedules, meetings, travel, and communications with internal and external stakeholders. The role requires exceptional customer service, strong organization, and the ability to handle confidential information in a fast-paced environment.

Hybrid work options are available, and the successful candidate will help keep operations

Qualifications

• One year of experience performing administrative duties in support of agency projects or programs.
• Experience handling confidential information and managing complex calendars.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office and SharePoint.

Responsibilities

• Provide executive and administrative support to the Region 1 Manager.
• Manage the manager’s complex calendar, including scheduling meetings, events, travel, and resolving conflicts.
• Prepare agendas, distribute materials, track action items, and take detailed meeting notes.
• Maintain the Region 1 SharePoint site and filing systems.
• Support budgeting and special projects as needed.
• Assist and train administrative staff on procedures, software, and systems.
• Work in a hybrid office environment.

Skills

Calendar management

Communication

Organizational skills

Administrative support

Customer service

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

Position Overview

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. 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.

Responsibilities

• 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.

Benefits

• 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
• Public Service Loan Forgiveness opportunity

Salary

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%.

Minimum Qualifications

• One year of experience performing administrative duties in support of agency projects or programs.
• Qualifying experience would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.

What We’d Like to See

• 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.

You do not need to have all these qualities to be eligible for this position. We may also use transferable skills, experience and education to help us decide who will move forward.

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 Affiantational 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.

Company Culture

We encourage people from all backgrounds and abilities to apply for our positions and we support a diverse and inclusive workforce. We provide a safe and reliable multimodal transportation system that connects people and helps Oregon’s communities and economy thrive.