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NEOGOV · 1 day ago

WDVA Executive Assistant to the Deputy Director, Full-Time Permanent, Olympia

Thurston County – Olympia, WA

Full-time

Onsite

Mid, Senior Level

$54K/yr - $91K/yr

4+ years exp

NEOGOV is seeking an Executive Assistant to the Deputy Director at the Washington State Department of Veterans Affairs (WDVA). This role involves providing high-level administrative and operational support to the Deputy Director, managing office operations, and ensuring effective communication within the organization.

GovTechHuman ResourcesInformation TechnologySoftware

No H1B

Responsibilities

Manage the day-to-day operations of the office of the Deputy Director by providing consultation to executives, managers, and staff on agency operations, procedures, and policies

Anticipate the needs of the organization and strategize solutions for programs and complex situations; make decisions on best courses of action while considering and weighing various approaches

Oversee the uniformity of the operations within the organization's programs; liaise with the Director's Executive Assistant and other agency administrative support to ensure coordination among senior leaders

Maintain working relationships with executives, staff, and external stakeholders

Determine priorities and establish due dates and method of resolution on special projects and assignments

Consult with division executive-level managers on programs; provide a bridge of smooth communication between the Director/Deputy Director and internal divisions

Organize and provide informational materials, address questions and concerns, and resolve issues

Edit and complete first drafts for talking points, speeches, and written communications to internal and external stakeholders

Facilitate cross-divisional coordination of travel and outreach plans

Schedule and lead the Agency Daily Brief

Serve as an advisor to the agency's Executive Leadership Team and Operational Leadership Team and represent the agency through professional interactions and collaborative partnerships

Manage cross-divisional projects of importance to the Deputy Director

Qualification

Microsoft Office SuiteAnalytical problem-solvingProject managementOffice managementAdministrative supportInterpersonal skillsTeamwork skillsOrganizational skillsCommunication skills

Required

Four (4) years of progressively responsible experience in office management, as well as operational and administrative support procedures and functions

Four (4) or more years of experience using analytical problem-solving methods, program evaluation, process improvement methods, government performance measurement, business statistics, budget analysis, business planning, or strategic planning

Four (4) or more years of experience providing administrative and operational support in an executive and fast-paced team environment while maintaining a calm and positive attitude

Interpersonal skills demonstrated by successfully influencing team or organizational behavior

Demonstrated experience providing expert consultation to high-level executives

Proven teamwork skills working on a team with varying perspectives and diverse priorities

Skilled at organizing and summarizing information, including the use of matrices and templates

Demonstrated perseverance by pursuing tasks with energy and drive, especially in the face of resistance or setbacks

Ability to use rigorous logic and problem-solving methods and excellent objective analytic skills

Experience leading projects consisting of cross-program teams from several business areas

Ability to effectively organize and manage multiple assignments

Expert-level competency in the use of Microsoft Word, Excel, PowerPoint, and Outlook

Preferred

Bachelor's degree in public administration, business administration, organizational development, organizational psychology, operations research, communications, or similar field

Three (3) or more years of experience in project management

Experience in workforce and organizational change management and diversity, equity, and inclusion (DEI) work

Managing and guiding indirect reports while adeptly managing a wide range of stakeholders

Negotiation and conflict resolution, crucial conversations, and crucial accountability

Building cross-divisional relationships

Achieving measurable results in leading and managing projects that have a wide-scale impact

Knowledge of Veterans' programs and issues, state government organization, and administrative procedures

Knowledge of human resource management, including staff development and training, DEI, collective bargaining agreements, and civil service rules

Ability to demonstrate knowledge of project management principles

Analyze, develop solutions, and make decisions about complex operational and systems issues

Write reports and develop presentations that clearly articulate project findings and their implications for our agency policies and/or programs and achieve results with little to no oversight

Effectively gift and receive information, both verbally in writing, to diverse audiences, preferably at an executive level

Coordinate and lead teams and create a cooperative and productive environment

Demonstrate proficiency in Microsoft Office Suite as a documentation and communication tool

Demonstrate understanding of the complexity of external stakeholder relationships

Employ strong analytical problem-solving skills, organization and time management, and a project monitoring system

Coach and mentor staff and managers and work efficiently in an environment with rapidly changing priorities and ambiguous assignments

Benefits

Employees and their families are covered by medical (including vision), dental and basic life insurance.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses.

Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

State Employees are members of the Washington Public Employees' Retirement System (PERS).

Employees also have the ability to participate in the Deferred Compensation Program.

All state employees are covered by the federal Social Security and Medicare systems.

If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Full-time employees earn eight hours of sick leave per month.

Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165.

Washington State supports members of the armed forces with 21 days paid military leave per year.

Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave.