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State of Washington · 1 week ago

Executive Assistant - Data Analysis and Support

Walla Walla, WA

Part-time

Hybrid

Mid, Senior Level

$74K/yr - $74K/yr

5+ years exp

The State of Washington's Office of Superintendent of Public Instruction (OSPI) is seeking an Executive Assistant to provide comprehensive executive-level administrative support. The role involves coordinating the Assistant Superintendent’s calendar, managing travel, and supporting various projects within the division.

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Responsibilities

Coordinate the Assistant Superintendent’s calendar, meetings, and commitments. This position will manage travel, itineraries, and all required documentation

Process all documents that require Assistant Superintendent approval, using knowledge of agency organizational and reporting structures, OSPI/OFM/SAAM rules and procedures

Provide final copy edit and review of all reports and publications created by division staff

Apprise the Assistant Superintendent on matters judged urgent, confidential, and sensitive

Coordinate division wide all-staff meetings and professional development sessions

Preparation of meeting notices, completion of required agency approval request paperwork, communication with staff, make logistical arrangements, prepare meeting materials and handouts (such as final editing of presentations, refinement of meeting agendas, etc.), and capture meeting minutes, as necessary

Provide leadership to the team of support staff within the division

Communicate new processes and resources, initiate improvements to processes, provide ongoing guidance for learning and execution of work, and mentor new administrative staff

Track the status of various projects and initiatives within the division and agency to ensure deadlines are met

Work closely with the Assistant Superintendent to develop avenues for cross-agency collaboration, including supporting and participating in various projects and initiatives

Efficiently using work time, exhibiting integrity and honesty, while working effectively in a diverse work environment

Take responsibility for the quality and timeliness of work and achievement of results, with little need for direct oversight

Maintain, organize, and archive (when necessary) departmental electronic and paper files in consultation and collaboration with the Assistant Superintendent and division staff per agency and state records retention policy

Contribute to and maintain a positive work environment for the division by providing customer-oriented relationships with OSPI staff, education partners, and constituents

Maintain a broad understanding of the agency mission and strategic goals, and the goals of the division

Qualification

Microsoft Office SuiteProject managementAdministrative experienceProofreadingResearch skillsAdaptabilityCommunicationTeam leadership

Required

Minimum of five years of progressively responsible administrative experience, preferably in a public sector organization

Minimum of three years of experience creating, formatting, and proofreading correspondence, documents, and manuals

Proficient with the Microsoft Office Suite (Excel, Outlook, Word, PowerPoint, and Teams) with intermediate to advanced Excel skills, including collecting data from various sources, performing calculations, creating pivot tables, and presenting data through charts and graphs

Understanding of state travel and purchasing documents: Preparing, processing, and submitting for approval, following a signature authority matrix

This position is required to be in person three days a week

Preferred

Bachelor's degree or higher in business administration, communication, or related field

Project management experience: including planning, organizing, and tracking deliverables

Ability to learn and adapt to new technologies, programs and software independently

Proactive research skills to gather information and respond effectively to staff and constituent inquiries

Knowledge of statewide education organizations, school districts, and educational service districts

Demonstrated adaptability and resilience in a fast-paced, evolving environment, with strong attention to detail, ability to prioritize competing tasks, and proactive situational awareness to anticipate needs, identify next steps, and prevent issues before they arise