Executive Assistant
Executive Assistant
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Job Description
Summary
* This position is open only to current King County Metro Transit Rail Division employees. *
King County Metro Transits Rail Divisionhas an exciting opportunity fora high-performing experienced and self-motivatedExecutive Assistant(Executive Secretary/Assistant I).We are looking for a highly skilled dedicated Executive Assistant to provide direct support to the Division Directors office of the Rail Division. This role requires exceptional professionalism and the ability to manage/handle confidential information and time sensitive priorities with efficiency.
We are looking for a strong community builder with a deep sense of emotional intelligence with humility and care fostering collaboration and connection with people. A willingness to listen and learn coupled with a growth mindset is essential as you will play a key role in driving meaningful progress within our organization. If you are passionate about contributing to a culture of continuous improvement we would love to hear from you!
About Metro Transits Expanding Rail Division
King County Metro Transits Rail Division manages and maintains Sound Transits Link light rail service and City of Seattles streetcar system. Link light rail currently spans a 33-mile route from SeaTac to Lynnwood and a 6.6-mile route from Redmond to South Bellevue. By the end of 2026 light rail is projected to expand to nearly 60 route miles adding seven new stations. Additional expansions to the Link system will be coming online for years to come.
Seattle Streetcar includes the 1.3 mile South Lake Union line and the 2.5 mile First Hill line proudly serving the diverse and vibrant communities around Seattles downtown core. These rail services complement Metros extensive fixed-route bus system and mobility services. Puget Sound transit agencies are collaborating to create an integrated transit network that enables people to travel farther faster and more easily.
This recruitment may immediately fill one (1) Appointed position and may also be used to establish an eligibility pool to fill future vacancies in this classification and within this division that may occur over the next 12 months at the discretion of the hiring authority.
Interviews are anticipated to occur during the week of June9through June 13 2025but are subject to change.
Who May Apply
This position is open toonlycurrent King County Metro Transit Rail Division employees.
To Apply:
Those interested must submit:
- An online King County application updated with accurate contact information and relevant work history going back at least 10 years (or more if necessary) with all job duties.
- Completed supplemental questions.
- A cover letter/letter of interest detailing the following:
- How your experience and background meet or exceed the qualifications for this position and
- How you have applied equity and social justice principles in your current and/or previous role(s) (experience may include roles in either a professional or volunteer setting).
Want to make sure your application materials are as competitive as possible
We highly recommend visiting the Career Support Services website for tips and examples on how to make your application materials most effective:
Career Support Services - King County.
Job Duties
Primary Administrative Point of Contact for Directors Office
Represent the Directors Office and serve as the first point of contact for requests; direct requests to appropriate Rail Division personnel; find answers from ST/KCM points of contact to inquiries/requests; represent the division on internal committees or task forces as assigned.
Respond/resolve requests as appropriate; and help support with meeting deadlines for annual documents such as Wall of Fame nominations Lean Maturity Model Performance Appraisals Leadership contact lists Rail Adverse Weather Plan etc.
Tracking and Coordination of Requisitions
Monitor and track requisitions and expenditure categories for the Directors Office requests.
Oversee the submission of consultant requisitions to ensure that invoices for services are provided and generate requisitions based on those invoices to facilitate payment processing.
- Issue Resolution & Communication
Independently address and resolve routine internal issues referred to the Directors or Managers Office using discretion and sound judgment within the defined scope of authority.
Clarify Directors Office requests
Act as a key liaison between the Director and staff by clearly communicating directives furnishing context and explanations as needed and advising on leadership expectations and preferences.
Consultative Support
Support Director/Deputy Director with consultation on actions or activities prior to discussion with leadership teams.
Correspondence and Inquiry management
Manage incoming correspondence by addressing questions assessing inquiries and directing them to appropriate personnel.
Ensure timely and effective resolution of issues maintaining open lines of communication and follow-up as needed.
Director Level Administrative Support
Provide high level administrative support to Director level senior staff and as needed to the leadership team.
Manage essential tasks including supply ordering meeting coordination note-taking and action item tracking to ensure effective follow-up.
Offer technical and document support including formatting editing and distribution of materials.
Coordinate signatures and approval processes ensuring timely and accurate routing of documents for leadership review.
Calendar &Record Management
Maintain Director level calendars (both ST and KC); coordinate arrangements and activities that require extensive contacts throughout and outside the division; set schedule priorities and resolve appointment conflicts.
Organize update and maintain the Directors Office files.
Leadership Meeting Support
Schedule and coordinate high level leadership meetings (SLT JLT etc.).
Develop meeting agendas take detailed notes and track action items.
Coordinate guest presentations and manage meeting logistics.
Project Management Support
Assist leadership in managing ongoing projects and operational requests by creating tracking tools reports and documentation to support project goals.
Schedule project related meetings and events document discussions and share updates.
Follow up with project teams to ensure timely completion of action items and alignment with project timelines.
Research & Analysis Support
Conduct research on a variety of topics including King County policies division practices and operational procedures.
Collect analyze and summarize data into clear actionable insights to support decision making and leadership requests.
Division Standard Work & Special Events Coordination
Develop and document standard operating procedures and workflows for the Directors Office to ensure consistency and efficiency.
Collaborate with the Directors Office team to plan organize and execute special events such as employee recognition awards and promotional events.
Travel Arrangement Support
Coordinate travel arrangements and reconciliation for Director Deputy Director and Expansion Team.
Experience Qualifications Knowledge Skills
Minimum Qualifications:
- Three (3) or more years of senior-level administrative professional experience ideally supporting executive leaders.
- Proven ability to provide excellent customer service that is sensitive to and reflective of Metros commitments to equity social justice inclusion and belonging.
- Good judgment and the ability to seek direction and make independent decisions in alignment with division priorities.
- Experience managing highly confidential and sensitive issues effectively and with integrity.
- A proactive mindset with the ability to handle competing priorities take initiative and elevate issues to division leadership for resolution.
- Excellent organizational skills; attention to detail without losing sight of the big picture.
- Comfort navigating uncertainty and ability to adapt in a dynamic environment.
- Experience building relationships across organizational units with an ability to be an open collaborative and trusted teammate.
- Demonstrated experience in drafting preparing and editing dynamic and high-visibility communications for executive leaders.
- Exceptional calendar management skills with a track record of efficiently coordinating complex schedules meetings and priorities for senior leaders.
- Effective problem-solving and analytical skills.
- Intermediate or expert-level skills with technology tools: Outlook Excel Word Teams etc.
- Understanding of how large organizations work and the ability to get things done through formal and informal channels.
- Experience creating and directing standard administrative processes or making existing processes more efficient.
DesirableQualifications:- Knowledge of King County and/or Metro Transit policies and procedures.
- Experience with other Microsoft products such as SharePoint and Visio.
- Experience with other software such as DocuSign Adobe Acrobat and Zoom.
- Excellent organizational skills.
- Experience navigating a complex and dynamic organization.
- Experience with business intelligence tools such as Microsoft Power BI with the ability to use and manage databases and dashboards and generate reports.
Supplemental Information
Application & Selection Process
Applications will be screened to determine whether candidates meet minimum qualifications and for clarity completeness and responsiveness to the application instructions above. Highly competitive applicants may be asked to interview. Formal offers will be finalized after candidates have successfully completed any necessary pre-employment processes such as reference checks or internal record reviews.
Work Schedule
This position is anticipated to be full time assigned 40 hours per week typically Monday through Friday. These positions are non-exempt from the provisions of the Fair Labor Standards Act and are eligible for overtime pay with supervisor approval.
Union StatusThis position is not represented by a union.
Work Location:The primary location of this position is Union Station (401 S Jackson St Seattle WA 98104).
Teleworking Requirement:The work associated with this position will be performed predominantly in a hybrid work environment with a minimum of 3 days in the office. Employees will be required to travel to various Rail locations in the regular performance of assigned duties. Employees will have access to shared workspaces at various Sound Transit facilities. Employees must reside in Washington state and within a reasonable distance to their worksite to respond to workplace reporting requirements.
Employees will be provided with a Sound Transit issued laptop and must maintain a workspace with an internet connection (access may be supplemented in some situations) where they can reliably perform work and remain available and responsive during scheduled work hours. King County has a robust collection of tools and resources to support working remotely. The individuals selected for these opportunities will be joining innovative and progressive teams that are redefining how we work in the departments hybrid environment.CLASS CODE / PAY GRADE:4208100/ 55
For more information regarding this recruitmentplease contact:Ebony Ware Human Resource Analyst at .
Forbes recently named King County as one of Washington States best employers.
Together with leadership and our employees were changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference Come join the team dedicated to serving one of the nations best places to live work and play.
KING COUNTY IS AN EQUAL EMPLOYMENT OPPORTUNITY (EEO) EMPLOYER:
No person is unlawfully excluded from employment opportunities based on race color religion national origin sex (including gender identity sexual orientation and pregnancy) age genetic information disability veteran status or other protected class. Our EEO policy applies to all employment actions including but not limited to recruitment hiring selection for training promotion transfer demotion layoff termination rates of pay or other forms of compensation.
TO APPLY:
If you are interested in pursuing this position please follow the application instructions carefully. If you need this announcement in an alternate language or format would like to request accommodation or assistance in the application or assessment process or if you have questions please contact your recruiter listed on thisjob announcement.
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Employment Type
Full Time
