Administrative Assistant 5

State of Washington•Lacey, WA

35d•$60,132 - $80,820•Hybrid

About The Position

As the Administrative Assistant 5, you will play a pivotal role in supporting the executive director and executive commission office in all administrative practices to efficiently support program and operational administrative needs. You will provide a high level of administrative and executive support with strict confidentiality. This position also supports the legislative and policy divisions and exercises delegated decision-making authority on administrative matters on behalf of the executive director. The work is dynamic, fast-paced, and central to the agency's leadership, demanding exceptional judgment, communication, and organizational skills. It's an excellent opportunity for someone who values variety, thrives in a collaborative, mission-driven environment, and takes pride in ensuring seamless executive-level operations.

Requirements

A minimum of four (4) years' progressive experience as a lead administrative assistant, executive assistant, confidential secretary or similar with increasing responsibilities and delegated duties. (A combination of experience and education may substitute for experience).
Proficient user in Microsoft Outlook; with advanced ability to compose, send, and respond to email and use email functions such as calendars and meeting requests.
Experience composing, editing, and proofreading materials using Microsoft Office, such as Word, Excel, PowerPoint, Outlook, SharePoint, and Teams.
Experience with calendar management, note-taking, and letter or policy writing for leadership professionals at a medium or large organization.
Experience in making travel arrangements, meeting coordination, proofreading and preparing business correspondence.
Experience following and adhering to confidentiality practices in the context of supportive tasks.
Experience following and monitoring the adherence to organization-wide policies, processes, and/or practices.

Nice To Haves

Three (3) years' experience providing direct administrative support to an executive manager in the public sector or a regulated industry.
Drafting, editing, and finalizing executive correspondence.
Advanced experience and knowledge of Washington State travel regulations.
Demonstrated ability to build and maintain effective internal and external working relationships. Demonstrated ability to maintain confidentiality of information
Project management and coordinating team-based activities.
Working experience and knowledge of legal terms, forms and documents and how to process them.
Practical understanding of and experience with the processes and documentation required for legal hearings, public meetings, and rulemaking.

Responsibilities

Provide confidential executive administrative support to the executive director, including handling correspondence and representing them in meetings when delegated.
Coordinate and manage executive director's calendar, prioritize appointments, and coordinate meetings. Coordinate and communicate with internal leadership or external partners, demonstrating sound judgement, responsiveness, and professionalism in all interactions.
Organize meetings and events, including preparing agendas, materials, notes, and follow-up actions.
Support program-wide administrative systems and records management, ensuring processes are efficient and compliant with agency standards.
Draft, prepare, and track correspondence, reports, and presentations for the executive director.
Serve as the HR liaison for coordinating recruitment, onboarding, and performance management documentation.
Coordinate agency policy updates, ensuring accuracy, consistency, and timely completion.
Coordinate travel, timesheets, purchasing, and expense approvals as needed.
Participate in the Extended Leadership Team, coordinating agendas, scheduling and participating in meetings.
Provide back-up support to the chair and commissioners as needed, including scheduling, travel, and meeting preparation.
Monitor regulatory deadlines and assist with filings, testimony, and policy materials.
Communicate with the public and regulated entities while maintaining confidentiality and compliance with Open Public Meetings Act and ex parte rules.
Coordinate commissioner briefings, workshops, and hearings with administrative law and policy divisions.
Schedule legislative team meetings and coordinate fiscal note training during session.
Assist with special projects, research, and data compilation as assigned.

Benefits

UTC fosters an environment of diversity, equity, inclusion and belonging, while striving to hire and retain a workforce from the communities we serve.
We place importance on a healthy balance between personal and professional lives; offering flexible work schedules, wellness programs, and mobile/telework opportunities.
Through the state, our employees (and their families) are offered options for medical, dental, vision and basic life insurance.
We offer enrollment into the state retirement programs and a deferred compensation plan.
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

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