Executive Assistant | Assistant Secretary, Fish Passage Program

State of Washington•Thurston County – Lacey, WA

7d•Hybrid

About The Position

The Washington State Department of Transportation (WSDOT) is seeking an experienced and highly organized Executive Assistant to provide confidential executive-level administrative support to the Assistant Secretary for the Fish Passage Program (FPP). In this critical role, you will manage complex administrative operations, coordinate executive priorities, and provide strategic support that enables the Assistant Secretary to lead statewide efforts delivering the FPP in alignment with agency goals, statewide transportation objectives, and federal court requirements. You will serve as a trusted resource, exercising a high degree of independence, sound judgment, discretion, and professionalism while collaborating with executive leadership and providing guidance to administrative professionals across the agency. Our top candidate will possess exceptional organizational and communication skills, the ability to manage competing priorities in a fast-paced environment, strong knowledge of executive administrative practices, and a commitment to confidentiality, customer service, and operational excellence.

Requirements

Progressively responsible, recent and substantial demonstrated experience providing professional-level administrative support to senior-level managers.
Demonstrated ability to handle sensitive and confidential information with discretion, professionalism, sound judgment, and political awareness while representing executive leadership.
Experience and in-depth knowledge of government organization and administrative procedures, government functions, office methods and procedures, research and data collection, and state and agency functional and personnel policies.
Demonstrated ability to communicate effectively verbally and in writing, compose, edit, and proofread professional correspondence and reports, and build productive working relationships through collaboration, integrity, tact, and customer service.
Demonstrated ability to organize, prioritize, and manage multiple assignments in a fast-paced environment, adapt to changing priorities and interruptions, and consistently deliver accurate, timely work products.
Advanced proficiency using Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint, along with internet-based tools.
Experience composing, editing, and proofreading professional communication materials to support executive administrative functions.
Actively demonstrates a commitment to learning and growth.
Takes action to meet the needs of others. Puts team success ahead of individual success and values of all team members.

Nice To Haves

Experience providing professional administrative support in a city, county, state or federal agency, transportation or transit agency, or office of an elected official.
Skills and the ability to communicate effectively verbally and in writing and participate in meetings in an active, cooperative, and courteous manner; share appropriate information internally and externally and is open to feedback from staff, peers, and supervisors.
Skilled in organizing and prioritizing multiple assignments, sometimes of a complex nature or involving competing priorities, to produce work products that are accurate, thorough and on time.
Ability to fulfill commitments to other team members, promote a friendly climate, good morale, and cooperation among team members.

Responsibilities

Maintain executive calendar and schedule multiple complex appointments with high-level staff and other government executives and partners.
Ensure Assistant Secretary is aware of status deadlines and priority of work activities according to known needs, preferences and personal judgment.
Create and format documents electronically including itineraries, presentations, spreadsheets, and other related documents.
Serve as communication liaison between the Assistant Secretary, FPP staff, and other partners; relay assignments to staff, information to and coordinate with subordinate units, stakeholders, and partner agencies.
Manage delicate or tense situations with utmost sensitivity and discretion, maintaining confidentiality and professionalism and sharing information only with those authorized.
Independently compose and type correspondence on behalf of the Assistant Secretary; edit and proofread correspondence for signature and process and distribute correspondence.
Track and manage all WSDOT Referrals and Governor Referrals received by FPP.
Edits. Formats and garners the Assistant Secretary's approval of responses provided by FPP staff.
Manage FPP’s fiscal notes ; obtain the Assistant Secretary's approval and ensure that due dates are met.
Serve as the Assistant Secretary’s travel coordinator including flights, lodging, ground transportation, daily itineraries, factoring time zones, coordinating the presentation/talking points prepared and approved, etc.
Monitor and manage office supply inventory.