What are the responsibilities and job description for the Executive Assistant position at State of Utah?
The Utah Department of Transportation (UDOT) is seeking an experienced, professional, and detail-oriented Executive Assistant.
About The Role
In this role, you will provide high-level administrative support to UDOT’s Director of Strategic Communications, Policy & Legislative Director, and their teams.
As a trusted member of the Executive Director’s Office, you will handle confidential information, manage complex projects, and act as a key point of contact for the Governor’s Office, State Legislators, and the public. We are looking for a proactive problem-solver who can manage administrative details with precision and grace.
Position Information
Here Is Some Important Information About This Position
As An Executive Assistant, You Will
In order to be considered, you must have all of the following:
In order to be successful, the following are essential::
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
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.
Recruiter: Jill Barela, jbarela@utah.gov
About The Role
In this role, you will provide high-level administrative support to UDOT’s Director of Strategic Communications, Policy & Legislative Director, and their teams.
As a trusted member of the Executive Director’s Office, you will handle confidential information, manage complex projects, and act as a key point of contact for the Governor’s Office, State Legislators, and the public. We are looking for a proactive problem-solver who can manage administrative details with precision and grace.
Position Information
Here Is Some Important Information About This Position
- Salary Range: $22.66 - $46.69
- FT/PT Status: Full time
- Schedule Code: AD - Career Service Exempt (at-will)
- Location: Calvin Rampton Building, 4501 South 2700 West, Taylorsville, Utah
- Application Deadline: 05/31/2026
As An Executive Assistant, You Will
- Executive Support: Manage the daily operations for the Director of Strategic Communications, Policy & Legislative Director, and their teams. This includes screening visitors, prioritizing emails, and alerting leadership to urgent matters.
- Calendar & Travel Management: Coordinate complex schedules and handle all travel arrangements (flights, hotels, and registrations). You will prepare detailed itineraries and ensure timely reimbursement processing.
- Communication & Correspondence: Draft, edit, and finalize professional reports and letters. You will ensure all documents meet agency standards for grammar, format, and accuracy.
- Public Relations: Act as a liaison for the department. You will research and respond to inquiries or complaints from the public and government officials, providing clear explanations of policies and procedures.
- Meeting Coordination: Serve as the lead administrative contact for various committees. Responsibilities include scheduling meetings, preparing agendas, and transcribing minutes.
- Office Operations: Manage supply orders, process purchasing card statements, and track invoices for the communications and policy & legislative team. You will also provide backup support for the UDOT front desk and other administrative staff.
- Records Management: Manage and maintain an accurate filing system and digital records for the Administrative Office. You will ensure all documentation remains organized and fully compliant with State Records guidelines and retention policies.
In order to be considered, you must have all of the following:
- Experience: At least four (4) years of experience providing administrative support to senior-level managers or directors.
- Confidentiality: Proven ability to work in a high-trust environment with sensitive information.
- Multi-tasking: Ability to balance competing priorities and support multiple leaders simultaneously.
- Technical Proficiency: Mastery of Microsoft Office (Word, Excel, PowerPoint) and Google Workspace (Gmail, Calendar, Drive, etc.).
In order to be successful, the following are essential::
- Administrative Excellence: Deep understanding of clerical procedures, filing systems, and records management.
- Professional Communication: Mastery of business English and grammar; ability to communicate clearly and concisely with diverse stakeholders.
- Critical Thinking: Strong decision-making skills with the ability to anticipate needs and propose solutions before problems arise.
- Organizational Mastery: Exceptional attention to detail, specifically regarding scheduling, travel logistics, and meeting preparation.
- Intergovernmental Coordination: Ability to collaborate with outside organizations (such as the Federal Highway Administration or the American Association of State Highway and Transportation Officials) and legislative staff to coordinate high-level presentations and meetings.
- Policy Knowledge: Familiarity with state travel rules, human resources policies, and accounting procedures is preferred.
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.
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.
Recruiter: Jill Barela, jbarela@utah.gov
Salary : $23 - $47