Executive Assistant to the Commissioner

Executive Assistant to the Commissioner The Utah Department of Transportation (UDOT) is seeking an experienced, proactive, and detail\-oriented Executive Assistant to provide principal administrative support directly to the Commissioner. About the Role In this highly confidential role, you will manage executive administrative details, oversee complex scheduling and travel, research and respond to inquiries, and lead special projects to optimize executive operations. You will serve as a key liaison between the Commissioner’s office, Agency Department Heads, the Governor’s office, State Legislators, and key external stakeholders. Additionally, you will provide vital leadership within the Administration Office by supervising front desk reception personnel and offering back\-up support to Deputy Commissioners and senior leadership as needed.Position Information Here is some important information about this position: Salary Range: $23\.23 \- $47\.86 FT/PT Status: Full Time Working Schedule: In office Monday \- Friday, 8:00 AM to 5:00 PM. Background Check: You must successfully pass a criminal history check Schedule Code: AD \- career service exempt (at\-will) Location: Calvin Rampton Building – 4501 South 2700 West, Taylorsville, Utah Recruiter – Jill Barela \| jbarela@utah.gov I 385\-202\-4484 Application Deadline – 7/12/2026 Key Responsibilities As the Executive Assistant to the Commissioner, your specific duties will include: 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 To be considered for this position, candidates must possess: 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 Our ideal candidate is someone who possess: 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. Knowledge, Skills, \& Abilities In order to be successful, the following are essential: Discretion: Proven ability to work in a close, confidential capacity with senior leadership, handling sensitive information with absolute integrity. Prioritization: Exceptional organizational skills with the ability to multitask, anticipate executive needs, and stay ahead of fast\-moving daily schedules. Communication: Elite verbal and written communication skills, with mastery of Business English, grammar, and professional editing. Interpersonal Relations: Ability to interact professionally with high\-profile stakeholders, including legislators, legislative staff, and the Governor’s Office. Policy Knowledge: Familiarity with State Travel Rules, State HR/payroll procedures, and State Accounting policies and procedures. Problem\-Solving: Strong critical\-thinking skills to independently explore alternatives and propose quality solutions to operational challenges. 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 – We aren't just a state agency; we are a team built on an internal culture of Trust, Teamwork, and Flexibility. We live by the values of Respect, Integrity, and Caring. If these values resonate with you, you will find a home here!The Agency For more information on the Utah Department of Transportation, click here. Benefits at a Glance Exceptional Health Coverage: We offer some of the most competitive medical premiums in the industry, including comprehensive family plans with very low out\-of\-pocket costs and HSA options. Retirement Choice: Flexibility between a 10% employer\-paid 401(k) (no match required) or a Pension/401(k) Hybrid plan. Generous Paid Time Off: 12 paid holidays per year plus 8 hours of combined leave (4 annual and 4 sick) accrued each pay period. * Dental \& Vision: Multiple high\-quality plan options to fit your needs. 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\.