Senior Executive Assistant - Statewide Project Delivery Branch
Oregon Department of Transportation · Delivery & Operations Division · Statewide Project Delivery Branch · Business Operations Section · Salem · Full-time employee · Posted 10/22/2026, closes 10/29/2026
About the role
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. Track and follow up on assignments and projects; research, summarize, and assemble meeting materials; and serve as a liaison with internal and external customers.
Responsibilities
- 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 the 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
Schedule & work environment
- Office environment with limited hybrid work options available; majority of work performed on-site based on business needs
- Occasional statewide travel required
- May be required to lift up to 20 pounds
Pay
Non-PERS monthly salary range: $4,312 – $5,988. If already a participating PERS member or once PERS-eligible, the range increases by 6.95%. Comprehensive and equitable base salary offer within the listed range determined through an equal pay assessment using application materials.
Benefits
- Work/life balance
- 11 paid holidays per year
- Flexible work schedules
- Paid leave
- Public Service Loan Forgiveness opportunity
Qualifications
Minimum: One year of experience performing administrative duties in support of agency projects or programs. Qualifying experience involves data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.
Skills & preferred attributes
- 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
Additional information
- No visa sponsorship offered; hired candidates must complete Form I-9 confirming eligibility to work in the U.S. (not an E-Verify participating employer)
- Name-based criminal background checks conducted on final candidates, including current ODOT employees
- Additional pre-employment checks may include driver license, LEDS (Law Enforcement Data System), and/or education verification as required
- Position represented by the Service Employees International Union (SEIU)
- Recruitment may be used to fill multiple or future vacancies