ADMINISTRATIVE ASSISTANT 5 Job at State of Washington in Olympia
State of Washington, Olympia, WA, US
Administrative Assistant 5 At the Department of Commerce, we're reimagining what's possible in government. We're builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we're turning big ideas into real-world solutions that uplift people and places. Our agency's strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact. This job is a commitment to reshape systems so they work better for everyone. If you're ready to challenge the status quo and build meaningful connections, we want to meet you. Let's build what's next, together. Commerce's Deputy Director supports the agency's community and economic portfolio and programmatic services. The Deputy Director is responsible for developing and implementing agency goals, objectives, policies, and strategies, solving problems, and addressing operational issues facing and affecting the agency via the actions of the assigned divisions. Reporting to the Deputy Director, this position serves as the principal assistant to the Deputy Director and provides complex administrative and technical?support to ensure daily operations run efficiently and effectively. This position is based in our Olympia office. This role provides high-level administrative support to Commerce's Deputy Director, managing a dynamic calendar, coordinating meetings with other executive leaders at Commerce, legislative partners, and external partners and community members, and preparing weekly briefing memos to ensure the Deputy Director's readiness. It oversees incoming communications, triages emails and mail, and exercises delegated authority for travel, HR actions, purchasing, and timekeeping. The position also drafts and edits official documents, coordinates complex assignments, and ensures timely responses to directives from Commerce's Director, the Governor's Office, and other key entities. Additionally, the role represents the Deputy Director in meetings and public engagements, facilitates communication across internal and external partners, and supports the development of speaking materials in collaboration with the Communications Division and subject matter experts at Commerce. It serves as the Public Records Coordinator for the Deputy Director, ensuring compliance with records retention policies. This position provides backup support to the Chief of Staff's Administrative Assistant 5 during absences. The position plays a critical role in tracking and reporting annual requirements and supporting a responsive, well-organized executive office. Required Position Qualifications: Five (5) years of combined experience and/or education as described below: Experience in four or more of the following areas or work related to the position:
- Drafting, editing, and finalizing executive correspondence
- Coordinating strategic calendar management and business operations for leadership positions
- Arranging travel logistics for executives and teams, including flights, accommodations and
- Providing complex, high-level support to one or more senior leadership positions
- Working with contracts, budgets, and fiscal management
- Project management and coordinating team-based activities
- 5 years of experience
- 4 years of experience and one year of education
- 3 years of experience and two years of education
- 2 years of experience and three years of education
- 1 year of experience and four years of education
- Experience in and/or familiarity with state government and state agency operations
- Familiarity with the Washington State legislature/understanding of Washington State legislative
- Ability to coordinate with internal and external stakeholders on a variety of issues
- Ability to meet multiple deadlines with competing priorities
- Demonstrated ability to work independently on multiple projects with little to no direction
- Maintain confidentiality on sensitive matters
- Ability to work effectively and efficiently during times of stress
- Ability to solve problems effectively and accurately independently
- A complete and detailed online application.
- A cover letter (enter online).
- At least three professional references (enter online).