What are the responsibilities and job description for the Executive Assistant position at UDOT?
The Utah Department of Transportation (UDOT) is looking for an experienced, friendly, and detail oriented individual to join the team as an Executive Assistant.
The Executive Assistant reports directly to the UDOT Deputy Director of Engineering and Operations. You will also provide support to the Director of Strategic Communications and other Senior Leaders in a close, trusted, and confidential staff capacity. You will provide principal administrative support; conduct special projects; receive, research, and respond to incoming questions or complaints; and relieve the Deputy Director of administrative detail. You will have regular contact with other Agency Department Heads, Governor or State Legislators (or their representatives), Congressional Members (or their representatives), other UDOT Senior Leaders, members of the public, etc. You will also serve as a member of the Office Support Team in the Executive Director's Office and will coordinate with those members on various items.
Principle Duties
As an Executive Assistant, you will:
- Provide administrative support to the UDOT Deputy Director of Engineering and Operations and the Director of Strategic Communications.
- Review Deputy Director's email, assist with prioritizing and resolving items. Prompt the Deputy Director of urgent and priority items.
- Compose and create routine written correspondence. Review all documents prepared for the Deputy Director's signature to ensure they correct in grammar and format and conform to agency procedures. Edit and finalize correspondence and reports for the Deputy Director's signature.
- Schedule all meetings/appointments and maintain the calendar for the Deputy Director and Director of Strategic Communications. Make any necessary changes to meetings and appointments. Follow through with staff members on adjustments to meeting times, locations, etc.
- Screen certain requests and visitors and refer them to other staff members.
- Remind Deputy Director when items need to be prepared in advance for meetings or presentations and follow through with staff members on those assignments.
- Maintain an electronic file of materials/information needed for meetings and appointments for the Deputy Director.
- Receive, research, and respond to incoming questions or complaints. Provide information, explain policies and procedures, and/or facilitate a resolution.
- Coordinate all in-state and out-of-state travel arrangements, tours, or meetings for the Deputy Director and other staff members. Arrange all airline, hotel, and registrations, prepare travel authorizations and travel itineraries. Submit and follow through on reimbursements.
- Serve as the principal administrative support to any committees as assigned. Arrange/schedule meetings, prepare agendas, take and transcribe minutes.
- Order supplies and process purchasing card statement.
- Assist Director Communications in managing contracts and invoices. Receive, track and process communications staff invoices.
- Provide administrative support to executive director when the assistant is out of the office.
- Provide backup for Administration group, including the UDOT front desk.
Job Type: Full-time
Pay: $21.47 - $44.22 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person
Salary : $21 - $44