Executive Assistant (Multiple Positions) (State Employees Only)

$41,724 - $57,060/Yr

United States Department of Transportation - Salem, OR

Full-time - Entry Level

Salem, OR

10,001+ employees

Administration of Economic Programs

About the position

The Executive Assistant position at the Oregon Department of Transportation involves providing confidential executive and business support to section and unit managers within the Administrative Services Unit. This role is crucial for ensuring effective communication and service flow within the section and to external customers. The position requires a proactive approach to managing various administrative tasks, including calendar management, travel coordination, and meeting support, while maintaining a high level of confidentiality and professionalism.

Responsibilities

• Provide confidential executive and business support to section and unit managers.
• Manage the preparation, tracking, follow-up, and filing of all human resources documents.
• Coordinate and maintain managers' calendars.
• Facilitate travel plans for managers, including booking hotels, vehicles, or flights.
• Provide comprehensive meeting support by coordinating venues, creating agendas, taking notes, and tracking tasks.
• Compose and format documents from various sources, ensuring proper formatting.
• Manage and track the section's computer asset inventory using branch systems.
• Work independently on assignments and collaboratively as part of the admin team.
• Develop, review, and maintain guides and desk procedures.

Requirements

• Three years of clerical/secretarial experience, including one year at a full performance level performing typing, word processing, or document generation.
• Lead work responsibility or coordination of office procedures.
• Courses or training in office occupations or office technology may substitute for up to one year of clerical/secretarial experience.

Nice-to-haves

• Experience working collaboratively in a positive work environment.
• Experience tracking statuses, assignments, or projects to ensure effective resource use and timeline adherence.
• Experience researching and using data to make decisions and solve problems.
• Experience prioritizing and providing error-free work in a time-sensitive environment.
• Experience handling confidential documents or processes.

Benefits

• Work/life balance
• 11 paid holidays a year
• Flexible work schedules
• Paid leave
• Public Service Loan Forgiveness opportunity