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Executive Assistant

By September 16, 2022
  • Full Time
  • Salem, Oregon
  • October 6, 2022

Oregon Department of Transportation

Executive Support Specialist 2 – Executive Assistant
Oregon Department of Transportation
Driver and Motor Vehicle Services Division (DMV)
Transportation Safety Office
Salem

Salary Range: $3,624 – $5,330

The role:  

We are seeking an executive assistant to join our team in Salem! In this unique role, you will assist the manager and the office by tracking assignments, making decisions on timelines and coordinating responses for executive requests. In this role, you will provide vital administrative assistance not only to the Transportation Safety Office but also to three governor appointed committees which includes coordinating public meetings that require strict adherence to open meeting laws and other Oregon statutes and policies.
We encourage people from all backgrounds to apply for our positions and hope you will join us on our path to diversity, equity, and inclusion. We are an agency that embraces social equity through our values, strategic planning, and actions. Leaning into our equity priorities means we continually examine what we do, the impact we have, and our progress toward weaving social equity into who we are. To learn more about our social equity commitments, visit our Social Equity website. 

A day in the life:

  • Maintain the manager’s calendar by scheduling and organizing appointments and meetings.
  • Provide scheduling and administrative services to the assistant manager.
  • Make travel arrangements, prepare expense statements and mileage forms.
  • Handle and maintain confidential communication and correspondence.
  • Assign correspondence or activities to other staff as directed and set deadlines for when a reply is needed.
  • Gather data and reports for written or verbal requests for information from the Governor’s Office, members of Congress, legislators, federal and state agencies, internal staff and the general public.
  • Receive and screen calls and visitors.
  • Prepare routine correspondence for staff signature.
  • Assist with preparing written and presentation materials.
  • Coordinate the Oregon Transportation Safety Committee meetings which includes securing meeting facilities, preparing agendas, notifying attendees, preparing materials for both public posting and for the in person meetings and recording/reporting meeting minutes.
  • Provide administrative assistance to two Governor’s Advisory Committees (GACs): Driving Under the Influence of Intoxicants (DUII) and Motorcycle Safety.
  • Serve as the office’s legislative coordinator which includes tracking and updating management and staff on legislative bills’ status during Legislative Session (via Oregon’s BillTracker system).
  • Work is performed in an office environment and may require working a flexible schedule to attend meetings or events after hours.
  • 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, competitive benefits packages and so much more. Click here to learn about working at the Oregon Department of Transportation.
  • Live, work and play in Salem, Oregon!

What we need:

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 qualities, let us know! It’s how we will choose whom to move forward!
Note: You do not need to have all of these qualities to be eligible for this position. 

  • Experience in planning, coordinating and facilitating public meetings both in person and virtually and a familiarity with state public meeting protocols and requirements.
  • Excellent communication and writing skills with experience in writing reports, memos, invitations, agendas, meeting minutes, instructions or emails.
  • Experience assisting managers with calendars, travel, correspondence, research, tracking work assignments, legislative tracking or coordination and other administrative needs.
  • Ability to analyze information and translate it into a comprehensible, readable format for dissemination to the appropriate audiences.
  • Independent decision making abilities.
  • Excellent organizational skills in relation to time management; documents management, compiling of information and coordinating responses and deadlines.

Learn more and apply: 

This recruitment closes at 11:59 p.m. on 10/06/22.

Please note that we can only accept applications through our website. 

Questions? Call 503-910-6372 or email ODOTRecruitmentCC@odot.oregon.gov.

ODOT is an Equal Employment Opportunity and Affirmative Action Employer

To apply for this job email your details to ODOTRecruitmentCC@odot.oregon.gov

Job Posting Link: Apply for Job