Senior Executive Assistant - Statewide Project Delivery Branch

State of Oregon · Mill Creek, Odot, Salem · $4,312–$5,988/month (stated in the posting)

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Job Description:

Executive Support Specialist 2 – Senior Executive Assistant – Statewide Project Delivery Branch
Oregon Department of Transportation
Delivery & Operations Division – Statewide Project Delivery Branch
Business Operations Section
Salem

The role: 

We are recruiting for a senior executive assistant to join our team! In this role, you will provide confidential administrative, technical and executive support to the Statewide Project Delivery Branch manager, Business Operations Section manager and Americans with Disabilities Act (ADA) Program manager. You will track and follow up on assignments and projects; research, summarize and assemble meeting materials; and serve as a liaison with both internal and external customers. Apply today!

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.

A day in the life:

• Manage and monitor the Statewide Project Delivery manager’s inbox, understanding and anticipating which items require official response.
• Monitor and execute programs to ensure projects and initiatives are effectively developed, communicated and completed on schedule.
• Manage incoming requests in the manager’s absence, determining whether matters require additional research or can be handled by other subject matter experts.
• Coordinate and facilitate travel for managers, including booking hotels, vehicles and flights.
• Review, edit and refine draft correspondence and reports for clarity and accuracy.
• Coordinate meeting venues, create agendas, take notes and track tasks.
• Conduct research, compile data and summarize findings for reports and projects.
• Coordinate and maintain the managers’ calendars.
• Serve as the primary human resources (HR) point of contact for the managers and coordinate communication with our agency HR team and other partners.
• Track and update position information, including vacancies, recruitments, employee development assignments and other personnel actions.
• Assist with all phases of recruitment, including preparing recruitment packages, securing approvals, scheduling interviews and completing onboarding paperwork.
• Collaborate with team members to meet deadlines and fulfill assignments.
• Keep managers informed of assignments, priorities and upcoming activities.
• Work in an office environment with limited hybrid work options available and occasional statewide travel required.
• Hybrid work options are based on business needs with the majority of work performed on-site.
• May be required to lift up to 20 pounds.
• To request a copy of the position description, which includes all duties and working conditions, please email ODOTRecruitment@odot.oregon.gov.

What’s in it for you:

• Work/life balance, 11 paid holidays a year, flexible work schedules, paid leave and so much more. Learn more about working at the Oregon Department of Transportation and the benefits we offer.
• 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%.
• Public Service Loan Forgiveness opportunity!

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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:

If you have these attributes, let us know in your application materials! It's how we will choose whom to move forward! 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.

• Demonstrated effective and efficient communication skills with all levels of staff.
• Demonstrated ability performing secretarial or administrative support functions, for executive management, requiring independent judgment, decision-making, proactiveness, problem resolution skills and strong ability to anticipate needs.
• Proficient in using critical thinking to problem solve customer inquiries while following confidential protocols.
• Experience successfully managing multiple projects with conflicting deadlines.
• Experience providing highly confidential personnel and management support.

How to apply:

• Complete the following required steps:
  • Fill out the application or attach a resume. Please contact the recruiter under the ‘Need help?’ section if you have any questions about how to fill out the experience fields or to attach a document. Your submitted experience fields or attached resume must include dates (MM/YYYY) for each employer.
  • Attach a cover letter. Your cover letter should clearly demonstrate how your experience and training relates to the qualities that you have under the “what we’d like to see” section above.
    • Your cover letter must be limited to no more than two (2) pages.
    • Please address your cover letter to Leah Harrington, Business Operations Section Manager.
    • Generic cover letters that do not address the qualities that you have under the “what we’d like to see” section may receive lower scores than those that addressed the desired qualities.
    • You must upload your cover letter in the ‘Resume/Cover Letter’ section of the application.
  • Complete questionnaire. Answer the checkbox-style questions before submitting your application.
• After you submit your application, please respond to the public records request authorization and gender identity questionnaire. This screen will come after you submit and will complete the process. If you are a current State of Oregon employee, the tasks will come to your Workday inbox.
• If you are a veteran or Oregon National Guard servicemember, you may receive preference. The task to upload your documents will be available after you submit your application. For privacy reasons, please do not attach your military service document(s) to your application or combine it with any other required document attachments.

Need help?

• For questions, call 971-273-8687 or email ODOTRecruitmentEM@odot.oregon.gov.

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 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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