Executive Support Specialist

State of Washington•Thurston County – Olympia, WA

17h•Hybrid

About The Position

The Office of the State Treasurer (OST) is seeking a highly motivated and experienced Executive Support Specialist to serve as a trusted administrative partner to the Chief of Staff and the agency's policy, legislative, communications, and community outreach teams. This position is central to the success of the team and provides executive operations support by coordinating schedules, meetings, travel, and events. In addition to supporting the Chief of Staff and their direct reports, you will play a key role in the scheduling, logistics and advanced work for the State Treasurer, helping prepare for travel, statewide meetings, legislative activities, public presentations, and community engagement. Success in this role requires exceptional organizational skills, discretion, attention to detail, sound judgment, and the ability to build strong working relationships across the agency and with external partners.

Requirements

Progressively responsible experience providing administrative support.
Demonstrated experience supporting executive or senior-level management.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and database systems.
Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines.
Excellent written and verbal communication skills.
Demonstrated ability to maintain confidentiality and exercise discretion in handling sensitive information.
Knowledge of executive office practices and administrative procedures.
Knowledge of business writing and professional correspondence.
Knowledge of Microsoft Office products and other business technology tools.
Knowledge of records management and retention requirements.
Ability to provide support to diverse professionals, tailoring that support to meet the unique objectives of each professional’s business portfolio.
Ability to communicate effectively, both orally and in writing.
Ability to maintain confidentiality while handling sensitive information.
Ability to build and maintain effective working relationships with colleagues, agency leadership, elected officials, and external stakeholders.
Ability to work independently with minimal supervision while exercising sound judgment and managing competing priorities.
Ability to learn and adapt to emerging technologies that improve efficiency and service delivery.

Nice To Haves

Knowledge of legislative processes and state government operations.
Experience supporting policy, legislative, communications, or public affairs functions.
Experience working for an elected official.
Experience working in Washington State government or another public-sector environment.
Experience with records management, including compliance with public records requests, records retention, and archiving requirements.
Familiarity with state government administrative and fiscal procedures.
Familiarity with emerging productivity technologies, including AI-assisted workplace tools, and an interest in identifying appropriate opportunities to improve administrative efficiency.

Responsibilities

Manage the COS’s calendar, meetings, travel arrangements, records retention, and correspondence.
Provide executive administrative support to the Chief of Staff's direct reports, including project management, calendar management, scheduling, and records retention.
Draft, review, edit and format business correspondence, presentations, briefing materials, and official communications.
Maintain confidentiality when handling sensitive or privileged information.
Anticipate scheduling conflicts, monitor deadlines, prepare materials in advance, and proactively identify solutions to support executive priorities.
Serve as an integral member of the Executive Office administrative team, partnering closely with the Treasurer's Executive Assistant and the COO's Executive Support Specialist to provide seamless executive support.
Together with the Executive Assistant and the legislative, policy, outreach, and communications teams, take an active role in scheduling and preparing the Treasurer for meetings, presentations, legislative activities, public events, and speaking engagements.
Coordinate and track special projects and initiatives on behalf of the COS, and direct reports, by developing project plans and monitoring deadlines, priorities, and action items, ensuring timely follow-through and completion.
Through scheduling, reception, and constituent service duties, serve as a liaison between the office and the public, Legislature, external agencies, and stakeholders. These activities increase during the legislative session.
During the Legislative session, provide increased support to the COS staff, by scheduling, tracking legislation/bills, and monitoring committee hearings.
Provide back-up support for travel and expense management for the team.
Prepare and submit quarterly Public Disclosure Commission (PDC) L5 Lobbying Reports, ensuring complete and accurate data collection and timely submission.
Provide back-up front desk coverage, greeting visitors, answering phones, and managing general inquiries on scheduled in-office days and during absences of other front office staff.
Support records management and public records request activities and ensure compliance with state requirements.