Senior Executive Assistant – Regional Manager Support

Oregon Department of Transportation; Portland (OR); Hybrid; USD 48,000 - 67,000; Full time

Benefits offered by this job

11 paid holidays a year

Flexible work schedules

Paid leave

Public Service Loan Forgiveness

Job summary

The Oregon Department of Transportation is seeking a Senior Executive Assistant to provide executive support to the Region 1 manager. You will manage a complex calendar, coordinate meetings and travel, prepare materials, and serve as a liaison with internal and external stakeholders in a fast-paced, public service environment.

This role offers hybrid work options, a competitive salary within the listed range, and opportunities to contribute to Oregon's transportation goals while collaborating

Qualifications

• 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.

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 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.

Skills

Confidential information handling

Administrative tasks under tight Dead-

Phone and written correspondence

Calendar management

Microsoft Office (Outlook, Word, Excel

Tools

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

The Oregon Department of Transportation is seeking a Senior Executive Assistant to provide executive support to the Region 1 manager. You will manage a complex calendar, coordinate meetings and travel, prepare materials, and serve as a liaison with internal and external stakeholders in a fast-paced, public service environment.

This role offers hybrid work options, a competitive salary within the listed range, and opportunities to contribute to Oregon's transportation goals while collaborating