Administrative Assistant 4

State of Washington•Thurston County – Olympia, WA

18h•Hybrid

About The Position

The Administrative Assistant 4 (AA4) position provides the tactical support needed to move operational programs and community partnerships forward. This role is defined by action, public-facing support, and programmatic readiness. The AA4 focuses on the "outward-facing" mission - ensuring that the units have the materials, schedules, and partner connections necessary to serve the public. OWMBE puts people first by centering on the lived experiences of the communities we serve. Their voices shape what we do and how we do it. Our Guiding Principles are for everyone – we are inclusive by design, and innovative for impact. The individual in this role is often the administrative face of the agency to community partners (Chambers, Collectives, and Outreach groups). The selected incumbent will be responsible for turning high-level program goals into tangible results by managing event logistics, coordinating outreach materials development and procurement, and maintaining the tactical calendars that keep service delivery on track. Success in this role means that the agency’s programs are visible, professional, and effectively engaged with the community. We are seeking a team member who aligns with our operating style of being focused, detail-oriented, and community-minded. The identified candidate will possess skills that support our guiding principles by using data responsibly, supporting our commitment to a Washington for All , - work in partnership by building lasting and sustainable community relationships, move with a purpose by looking for ways to ensure OWMBE is effective and responsive. Your work experience and knowledge in public contracting and procurement can be applied to building skills, tools, and knowledge, so our staff, partners, and communities can thrive together. If your core values align with OWMBE’s Agency Pledge “ To move with purpose, act with conviction, and uphold the promise of a Washington where public dollars build pathways to justice, resilience, and opportunity for all ,” then the Office of Minority and Women’s Business Enterprises invites you to apply!

Requirements

Knowledge of basic administrative procedures and the standard operational workflows of program-based units
Ability to provide consistent and reliable administrative "lift" for service delivery teams, ensuring that unit-level documentation, filing, and routine workflows are maintained without backlog
Skill in the tactical execution of event planning, including venue coordination, registration tracking, and physical site setup/teardown
Ability to manage the "on-the-ground" details of agency events, ensuring all logistical components are prepared and professional for attendees
Knowledge of professional communication etiquette and the organizational structures of key community stakeholders (e.g., Chambers of Commerce, NAMC, AWMB)
Ability to act as a responsive and helpful administrative liaison for external partners, facilitating meeting requests and ensuring consistent communication between the agency and the community
Knowledge of basic inventory management practices for physical goods and promotional materials
Ability to monitor stock levels of outreach "swag," flyers, and business cards; assemble professional outreach kits; and ensure that materials are organized and ready for field distribution
Skill in advanced use of Outlook to manage and synchronize diverse outreach, program, and project-specific calendars
Ability to proactively identify and resolve scheduling overlaps across different program units to ensure that outreach efforts do not conflict with other agency priorities
Knowledge of agency branding standards and the internal workflows required to request, update, and approve public-facing materials
Ability to act as the primary administrative liaison between the Communications team and operational units; ensure that all flyers, brochures, and digital assets are current, approved, and organized for programmatic use; and perform quality control checks to verify that materials meet brand requirements before they are distributed to the public
Knowledge of standard state travel regulations and booking procedures
Ability to create detailed and accurate travel itineraries for Assistant Directors and program staff, ensuring all bookings follow agency policy and align with the specific timing and logistical needs of field events
Skill in professional interpersonal communication and conflict de-escalation in public-facing settings
Ability to represent the agency mission to the public with a helpful and welcoming demeanor, whether at an event registration desk, over the phone, or via email
Ability to work effectively as a tactical support resource under the guidance of multiple leads (e.g., EA, AA5, Assistant Directors, Program Supervisors). Must be able to pivot between different program needs while maintaining high attention to detail
Knowledge of the diverse demographics served by the agency and inclusive communication best practices
Ability to interact respectfully and authentically with a wide array of community organizations and individuals, ensuring that the agency’s efforts are culturally accessible and welcoming
Equity: We are catalysts for equitable change. This includes identifying and dismantling barriers that limit participation and opportunity for small businesses
Respect: We honor the dignity, culture, and unique lived experiences of individuals and communities. We create an environment where all voices are welcomed and valued. We respect our partners, community, customers, and each other not just by words but through meaningful actions
Integrity: We act honestly and ethically, upholding public trust by ensuring open access and fair practices
Transparency: We speak the truth and share the stories of Washingtonians to ensure that we are building lasting pathways towards equity in public spending
Collaboration: We build meaningful relationships with agencies, institutions, communities, and trusted partners to co-create solutions and drive change. We leverage these trusted relationships and our shared values to achieve our goals and objectives
Innovation: We embrace agile, creative approaches to meet the distinct needs of Washington’s diverse businesses. Innovation means bold, targeted action—adapting quickly to unlock opportunity and reflect the communities we serve
Accountability: We take ownership of our actions and outcomes, delivering measurable, lasting results aligned with our mission and goals. Everyone at OMWBE is responsible for delivering measurable, lasting results. Our collective actions create the future we would like to achieve
Inclusion: We are a civil rights agency that intentionally cultivates culturally responsive practices and a workplace where everyone can thrive. We are an anti-racist agency committed to advancing justice in public spending
Safety: Complies with all safety regulations and understand why they are important. Performs work in a safe and effective manner. Displays situational awareness and can identify, avoid, and or resolve safety risks
Dependability: Reports to work every day and on time. Is fully prepared and conforms to assigned work hours and schedule. Notifies supervisor immediately when unexpected problems cause absence, lateness, or the need to leave early. Makes arrangements to ensure workload is covered. Provides adequate notice for planned leave
Maintains Confidentiality: Holds and or shares information as appropriate to the work of this position: Consistently adhere to applicable regulations and ethics principles governing state employees related to privacy and confidentiality
Manages Time: Accurately estimates time required to complete actions and activities. Adheres to schedules and timetables. Displays sensitivity to the use of other people’s time

Responsibilities

Serves as the primary administrative link for the Operations and Service Delivery units
Directs the full administrative lifecycle for unit-level meetings
Executes high-volume data entry and digital record maintenance
Designs and maintains a centralized library of standardized templates, checklists, and reporting forms
Organizes and audits the unit’s SharePoint and Teams filing systems
Monitors outstanding tasks generated during unit-level meetings
Acts as the primary administrative liaison for community partners
Maintains the OMWBE Outreach and Agency Events calendar
Oversees the inventory and distribution of agency outreach materials
Manages inventory and availability of outreach flyers and promotional materials
Drafts routine "Save the Date" notices and follow-up emails
Provides primary support for agency events and in-person meetings
Coordinates travel itineraries for Assistant Directors and program staff
Facilitates the procurement of program-specific supplies
Performs additional responsibilities as needed
Engages in special projects or collaborative efforts as assigned