Senior Executive Assistant

State of Oregon; Salem (OR); On-site; USD 48,000 - 67,000; Full time

Benefits offered by this job

Work/life balance

11 paid holidays a year

Flexible work schedules

Paid leave

Job summary

Oregon Department of Transportation in Salem is seeking an Executive Support Specialist 2 to support Region 2 leadership. You will coordinate schedules, manage priorities and keep projects moving in a collaborative environment.

The role requires experience in high-level administrative support, HR liaison duties and strong MS 365 skills, with hybrid work options available and travel as needed.

Qualifications

• One year of experience performing administrative duties in support of agency projects or programs.
• Experience tracking and implementing HR, financial, and other policies.
• Advanced proficiency with Microsoft 365 applications: Word, Excel, PowerPoint, Outlook.

Responsibilities

• Provide confidential administrative, technical and executive support to the Region 2 Manager and HQ/TEAMS managers.
• Coordinate agendas, packets, presentations, minutes, presenters and assignments for four Area Commissions.
• Develop and maintain tracking systems to monitor invoice status and ensure timely payment.

Skills

Administrative support

Microsoft 365

Communication

HR liaison

Education

One year office/agency experience

Tools

MS Word

MS Excel

PowerPoint

Outlook

Job description

Executive Support Specialist 2 – Senior Executive Assistant Oregon Department of Transportation Delivery & Operations Division – Region 2 Business Operations Salem

The role: Are you organized, proactive and great at keeping people and priorities on track? Join ODOT Region 2 as a senior executive assistant and play a key role in supporting the leaders who keep Region 2’s highways moving! You’ll be a key partner to the Region 2 Manager and leadership team by coordinating schedules, tracking priorities and keeping projects moving. You’ll also collaborate across ODOT to connect the people and work that plan, deliver and maintain our transportation system.

Salary Range: $4,312 - $5,988

Key Responsibilities

• Provide confidential administrative, technical and executive support to the Region 2 Manager and Region 2 Headquarters and Tech Center (HQ/TC) managers.
• Support four Area Commissions on Transportation by coordinating agendas, packets, presentations, minutes, presenters and assignments.
• Develop and maintain tracking systems to monitor invoice status and ensure timely payment of all obligations. If tracking systems exist, recommend and propose changes when needed.
• Organize digital financial records for easy retrieval and identify opportunities to streamline processes and improve efficiency.
• Serve as Region 2’s HR liaison with ODOT HR, coordinating HR policies, recruiting, position descriptions, records and related matters with managers and employees.
• Establish and maintain effective working relationships with internal and external customers.
• Assist with requests for additional resources and assistance and ensure there is backup coverage during absences.
• Review, verify and process contract invoices in OregonBuys or Transportation Environmental Accounting Management System (TEAMS).

Work Conditions

Hybrid work options available – can work remotely up to two days per week.

Work is performed in an office environment and requires travel, occasional overtime and lifting up to 50 pounds.

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.
• Through an equal pay assessment, we will determine the salary offer using the information you provide in your submitted application materials.
• 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!

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.
• Driving is an essential function of this position. You must have a valid U.S. driver license and an acceptable driving record.
• Experience providing high-level administrative assistance to multiple senior leaders.
• Experience tracking and implementing human resource, financial and other policies and procedures.
• Strong organizational and time-management skills.
• Experience adapting to changing priorities and emerging needs.
• Experience taking initiative and solving challenging issues.
• Advanced proficiency with Microsoft 365 applications, including Word, Excel, PowerPoint and Outlook.

Employment 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).

Equal Opportunity Statement

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).

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 you 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.”