Assistant Construction Executive Assistant Jobs in Grand Ronde, OR

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Executive Support Specialist 2 - Senior Executive Assistant
Oregon Department of Transportation
Delivery & Operations Division - Region 2
Business Operations
Salem

The role:

Are you organized, proactive and great at keeping people and priorities on track? Join ODOT Region 2 as a senior executive assistant and play a key role in supporting the leaders who keep Region 2's highways moving! You'll be a key partner to the Region 2 Manager and leadership team by coordinating schedules, tracking priorities and keeping projects moving. You'll also collaborate across ODOT to connect the people and work that plan, deliver and maintain our transportation system. 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:

• Provide confidential administrative, technical and executive support to the Region 2 Manager and Region 2 Headquarters and Tech Center (HQ/TC) managers.

• Support four Area Commissions on Transportation by coordinating agendas, packets, presentations, minutes, presenters and assignments.

• Develop and maintain tracking systems to monitor invoice status and ensure timely payment of all obligations. If tracking systems exist, recommend and propose changes when needed.

• Organize digital financial records for easy retrieval and identify opportunities to streamline processes and improve efficiency.

• Serve as Region 2's HR liaison with ODOT HR, coordinating HR policies, recruiting, position descriptions, records and related matters with managers and employees.

• Establish and maintain effective working relationships with internal and external customers.

• Assist with requests for additional resources and assistance and ensure there's backup coverage during absences.

• Review, verify and process contract invoices in OregonBuys or Transportation Environmental Accounting Management System (TEAMS).

• Hybrid work options available - can work remotely up to two days per week.

• Work is performed in an office environment and requires travel, occasional overtime and lifting up to 50 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.

Note: Qualifying experience would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.

Special qualifications:

Driving is an essential function of this position. You must have a valid U.S. driver license and an acceptable driving record. We will conduct pre-employment driving records checks on our final candidate(s). Your license does not have to be issued in Oregon to be considered.

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.

• Experience providing high-level administrative assistance to multiple senior leaders.

• Experience tracking and implementing human resource, financial and other policies and procedures.

• Strong organizational and time-management skills.

• Experience adapting to changing priorities and emerging needs.

• Experience taking initiative and solving challenging issues.

• Advanced proficiency with Microsoft 365 applications, including Word, Excel, PowerPoint and Outlook.

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 Erica Wood, Office 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 503-779-9733 or email ODOTRecruitmentJB@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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Executive Assistant, Administrative Leadership, Executive Support