See full details at https://www.governmentjobs.com/careers/washington/jobs/3263092/executive-assistant-exempt

What you will be doing
Your work will be driven by the administrative needs of both your program and the Executive Director’s Office. Your primary objective will be to manage the calendars of the Executive Director and Deputy Director, monitor email accounts, coordinate travel and schedule both internal and external meetings both Directors may have. You will also coordinate the support activity for the Administrate Assistants ensuring staff coverage is present and providing mentorship for both positions whom you’ll supervise.

Who we are looking for
You have experience with the protocols of scheduling meetings with elected officials, agency directors, regional leaders, state, federal and tribal leaders. You’re skilled at anticipating the needs of a Director before they are known and you’re one step ahead of deadlines. You can work within strict ethical guidelines, arenas of great public scrutiny and can effectively maintain confidentiality when needed. You help others when possible and can exercise impeccable judgment and grace under pressure. If you are action-oriented, organized, and have a strong desire to support others while also leading the way, you’ll thrive in this position. The abilities to value others and their diverse experiences and contributions, promote brave spaces for learning, and strive for equity are essential.

Duties

Some of the duties include:

• Manage the calendars of the Executive Director and Deputy Director 
• Monitor and manage the Executive Director’s email 
• Schedule internal and external meetings for the Executive Director and Deputy Director, using tact, courtesy and professional judgement
• Gather briefing materials for the Executive Director in advance of meetings, including arranging for the preparation of speeches, presentations and other materials
• Draft and review letters and other communications for the Executive Director
• Coordinate all travel needs for the Executive Director and Deputy Director, including lodging reservations, airline tickets and car reservations
• Prepare travel reimbursement requests for the Executive Director and Deputy Director
• Coordinate administrative support activity, ensure staff coverage, develop best practices and identify areas of efficiency improvement
• Provide coaching and mentorship for the Administrative Assistant 3 positions
• Provide general task guidance to ensure needs of all divisions are met

Qualifications

Success in this position requires that a person be a team player, defined as possessing initiative and a driving passion for the work, having humility and practicing curiosity in interactions with others, and valuing the whole human in each of us.  

Required Experience, Competencies and Technical Skills:

• Bachelor’s degree or higher

*Associate degree with two (2) years of high-level administrative experience may substitute for a bachelor’s degree and four (4) years of high-level administrative experience may substitute for any education requirement

• Minimum of three (3) years of experience supporting at the executive administrative level of a private or public organization
• Demonstrated ability to manage multiple deadlines, work in a fluid and demanding environment, maintain confidentiality and exercise impeccable judgment and grace under pressure
• Experience with the protocols for scheduling meetings with elected officials, agency directors, regional leaders, state, federal and tribal leaders
• Ability to work within strict ethical guidelines and arena of great public scrutiny
• Minimum of one (1) year of experience in a supervisory capacity
• Three (3) years’ experience with Microsoft Office suite including: Outlook, Word, Excel, PowerPoint
• Commitment to advancing justice, diversity, equity and inclusion efforts

 
PREFERRED:

• Experience with State of Washington commonly used software such as: ZOOM, Microsoft Teams, Box, Smartsheet, etc. 
• Training or familiarity with High Performing Organizations, Lean Management or similar continuous improvement methodologies
• Experience within the state system and in government organizations
• Working knowledge of human resources practices, including recruitment and hiring, corrective action and discipline, maintaining personnel files, etc.
• A curious mind, a positive attitude and a sense of humor are strongly preferred

 
CONDITIONS OF THE WORKING ENVIRONMENT:
 
 With or without an accommodation, I am willing and able to:

• Work indoors, at a desk/workstation the majority of a workday, in an open office environment with possible conversation and other noise distractions at least once a week
• Work indoors, at a desk/workstation the majority of a workday in a home-based environment up to four days a week
• Work in a tobacco-free, drug-free, and alcohol-free environment
• Work a 40-hour work week (A flexible work schedule may be considered upon request and supervisory approval, after an initial review period)
• Occasionally work in excess of 40 hours per week and/or to adjust normally scheduled hours, which may include evenings and weekends, to meet program needs and critical deadlines
• Occasionally travel throughout the state, which may include overnight stays, as required, while performing the duties of this position
• Work in a fast-paced environment with multiple priorities and competing deadlines
• Maintain confidentiality regarding information accessed or discussed while performing the duties of the position
• Interact and work with partners and staff in a positive, friendly, and supportive manner that meets the needs and standards of the office and the agency

As an exempt employee, incumbent is expected to be available to work as needed beyond normal (8:00 a.m. – 5:00 p.m.) work hours, including evenings and weekends. Regular travel, including overnight stays may be required.
 
What does “EMS” mean? Exempt Management Service (EMS) is the term used to identify positions exempt from state civil service law. These positions do not have the same rights as classified positions. A position can be designated exempt either by statute or by the Director of State HR at the request of the Governor or other elected official. For more information, please visit the following website: What does exempt from state civil service law mean?

Supplemental Information

Application Process – Please read the instructions completely.
 
Due to the COVID-19 pandemic outbreak in our state, interviews will be conducted using a ZOOM or Teams videoconferencing platform. A telephone option is available as an alternative if videoconferencing is not possible.
 
Intrigued?  We’d love to hear from you. Click on “Apply” to submit your detailed application. Please attach the following documents in order to be considered, failure to do so may result in you not being considered for the position:
 

• A letter of interest that describes why you are the successful candidate and how you meet the specific qualifications for this position 
• Current resume, detailing experience, and education

 
** You will want to ensure you have a current list of at least three (3) professional references with current contact information attached or available to provide at the time of interview.
Please do NOT include your salary history. Our hiring practices are anchored in pay equity and fairness. Salary offers are based on the quality of your skill sets and not someone with the right salary history.
 
NOTE:  By submitting these materials, you are indicating that all information is true and correct. The state may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed.  A resume will not substitute for completing the “duties summary” section of the application.  Please do not refer to resume for detail, or your application may be disqualified.  

And that’s it! 
 
For Your Privacy:
When attaching documents to your application (Resume, Cover Letter, Transcripts, DD-214, etc.):

• Please be sure to remove private information such as your social security number, date of birth, etc. 
• Do not attach documents that are password protected, as these documents may not be reviewed and may cause errors within your application when downloaded

Conditions of Employment:
COVID Vaccination Requirement: Per Governor Inslee’s Proclamation 21-14(Download PDF reader), state employees must be fully vaccinated no later than October 18, 2021, as a condition of employment. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. If you are a selected candidate, you will be required to provide proof of vaccination. You may request an accommodation if you are unable to meet the requirement due to a medical or religious necessity.

The Puget Sound Partnership celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, religion, color, national origin, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity diversity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. We will also consider qualified applicants with criminal histories, consistent with applicable federal, state and local laws.
 
You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our organization.
 
 Should you have any questions regarding this position, the online application, or need this job announcement in an alternative format, contact Angie Anderson at (360) 407-8446 or jobs@des.wa.gov.