Executive Assistant to the Commissioner
About the role
The Utah Department of Transportation (UDOT) is seeking an Executive Assistant to provide principal administrative support directly to the Commissioner. This role involves managing executive administrative details, overseeing complex scheduling and travel, researching and responding to inquiries, and leading special projects to optimize executive operations.
Position Information
Salary Range: $23.23 - $47.86
Status: Full Time
Working Schedule: In office Monday - Friday, 8:00 AM to 5:00 PM
Schedule Code: AD - career service exempt (at-will)
Location: Calvin Rampton Building – 4501 South 2700 West, Taylorsville, Utah
Key Responsibilities
Executive Support & Calendar Management
Calendar Oversight: Manage the Commissioner’s complex calendar, strategically scheduling meetings, resolving conflicts, and proactively adjusting schedules as priorities shift.
Meeting Preparation: Anticipate briefing needs; compile, organize, and maintain electronic materials/files required for daily meetings and presentations.
Travel Coordination: Arrange comprehensive travel itineraries, lodging, and registrations for the Commissioner and senior staff. Process travel authorizations and reimbursements in compliance with state rules.
Email & Workflow Management: Review and prioritize the Commissioner's inbox, flagging urgent items and tracking action items to ensure timely follow-through.
Communication & Liaison Duties
Correspondence & Quality Control: Draft, review, and edit high-level correspondence, reports, and documents for the Commissioner’s signature, ensuring flawless grammar, formatting, and adherence to agency procedures.
Inquiry Resolution: Screen incoming requests, calls, and visitors. Research and resolve complex questions or complaints from stakeholders, explaining policies and facilitating solutions.
Committee Support: Serve as the primary administrative support for assigned committees. Prepare agendas, attend meetings, transcribe minutes, and post required materials to the Utah Public Notice Website.
Office Leadership & Administration
Supervision: Lead and mentor front desk reception staff, overseeing scheduling, providing professional coaching, and conducting performance evaluations.
Records Management: Maintain highly organized, secure physical and electronic filing systems.
Team Collaboration: Serve as a collaborative team player, providing backup administrative support to Deputy Commissioners and other executive assistants during absences.
Qualifications
Experience: A minimum of four (4) years of professional administrative experience supporting senior-level executives, directors, or agency heads.
Calendar Management: Proven track record of managing complex executive calendars, scheduling, and logistics.
Technical Proficiency: Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Gmail, Calendar, Drive, Docs, Sheets).
Preferred Qualifications
Excellent communication and interpersonal skills with the ability to work with very technical professionals, elected officials, and citizens from all over the state of Utah.
Strong emotional intelligence with the ability to stay calm and focused in a highly charged, fast-paced environment.
The ability to maintain absolute confidentiality in all matters.
Prior experience working within state government or a public agency.
Experience collaborating with external organizations.
Why You Should Join Our Team
A Mission That Matters – At UDOT, our mission is to “Enhance quality of life through transportation.” We help the traveling public get where they want, when they want, as safely as possible. By joining our team, you contribute to the framework of Good Health, Connected Communities, Better Mobility, and a Strong Economy for all of Utah.
Our Culture and Values
Trust
Teamwork
Flexibility
Respect
Integrity
Caring
Benefits
Exceptional Health Coverage
Retirement Choice
Generous Paid Time Off
Dental & Vision
EEO Statement
The State of Utah is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. For accommodations, please contact (801) 957-9390.