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 hi…