Executive Assistant II â General Managerâs Office
Executive Assistant II â General Managerâs Office
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Job Description
Summary
**This position is open to current King County employees. We are not accepting external applications at this time.**
King County Metro Transit hasan exciting opportunity for high-performing experienced and self-motivated Executive Assistant in the General Managers Office. This position is to support the Deputy General Manager and Chief Administrative Officer with strategic executive-level administrative and project support. This role requires exceptional professionalism discretion and organizational expertise to manage time-sensitive and confidential materials while ensuring seamless executive operations. The Executive Assistant must have excellent customer service and relationship building skills as they will need to successfully collaborate with many partners across the agency as well as externally.
Position Info: This recruitment will be used to fill one appointed Executive Secretary/Assistant II classification vacancy. In addition this selection process may be used to generate an eligibility list for future appointed vacancies that may occur in this classification within this workgroup. The eligibility list will be retained for 12 months from the date of creation and may be used at the discretion of the hiring authority.
This current job posting is to support the Deputy General Manager and Chief Administrative Officer. If you are interested in other Executive Secretary/Assistant II opportunities within this workgroup you are encouraged to applyas this selection process may be used to generate an eligibility list for future appointed vacancies that may occur.
Job Duties
- Manage the day-to-day needs of the senior leadership in the General Managers Office including completing complex and high-volume scheduling requests; drafting reviewing and sending communications for a wide variety of purposes and audiences; coordinating travel arrangements; and processing signature items/providing oversight to the General Managers Office shared email inbox
- Collaborate closely and proactively with other Executive Assistants in the General Managers Office and across the Department to ensure seamless coordination alignment on priorities and consistent support of leaders and Departmental initiatives
- Process Department-level invoices purchase requests and reconciliation
- Coordinate recruitment and onboarding activities as needed
- Actively participate in several meeting forums and working groups on behalf of the General Managers Office e.g. Metros Employee Communications weekly forum
- Serve as a subject matter expert on administrative processes and procedures providing technical guidance and training to agency staff including mentorship to administrative staff
- Lead recurring Department-wide administrative workflows and initiatives coordinating across multiple levels of the organization to complete deliverables
- In close coordination with the General Managers Office leadership provide administrative and project management support to their leadership forums and teams helping leadership to achieve Metros long-term strategic and operational goals. Duties may include:
- Develop agendas facilitate recurring meetings take detailed notes and track and follow-up on action items
- Manage conference room reservations and technology setup
- Coordinate and oversee guests presenting in leadership meetings
- Manage SharePoint sites and oversee document management
- Provide high-level administrative support to other senior leaders in the General Managers Office as needed
- Lead special projects as assigned
Experience Qualifications Knowledge Skills
We are looking for candidates who have:
- At least 3 years of senior-level administrative support ideally for executive leaders in government and/or transit agencies OR a combination of education training and/or professional experience which provides the equivalent background required to effectively perform the work of this position
- Proven success managing complex and high-volume scheduling requests in a fast-paced working environment including coordinating site visits and executive meetings
- Ability to anticipate needs and manage multiple priorities deadlines and complex tasks with little to no direction or oversight to seamlessly set up senior leadership for success
- Excellent customer service skills both internally and externally demonstrating ability to build effective working relationships and foster a culture of inclusion and belonging
- Skill in facilitating meetings taking detailed notes and tracking follow-up actions
- Strong background handling sensitive and confidential information with professionalism discretion and integrity
- Exceptional written and verbal communication including expertise in preparing and editing high-visibility communications for executive leaders
- Ability to work independently while collaborating effectively with a wide variety of diverse individuals from administrative professionals to senior leadership
- Expertise in Microsoft Office Suite (Word Outlook Teams SharePoint PowerPoint Excel Visio etc.) Adobe Acrobat and DocuSign
- Strong working knowledge of King County administrative policies and procedures
Highly competitive candidates will have (desired but not required):
- Knowledge of King County Metros operations mission and strategic priorities
- Understanding of large and/or matrixed organizations and demonstrated ability to navigate formal and informal channels to get things done efficiently
- Demonstrated experience contributing to the creation of administrative process improvements to streamline business practices
- Experience mentoring and coordinating with other administrative professionals
- Formal training in executive administration office management and/or project management fundamentals
- Familiarity with business intelligence tools such as Power BI
Supplemental Information
Who may apply:This recruitment is open to current King County employees.
To Apply
The following application materials are required:
- An online King County application updated with accurate contact information and relevant work history.
- Completed supplemental questions.
- A letter of interest (cover letter) that addresses why you are interested in this role and how your experience skills and/or education have prepared you for this position.
Selection Process: Applications without the above required materials will not be considered. Application materials will be screened for competitiveness completeness and written communication skills. The most competitive candidates may be invited to participate in one or more interviews and possibly other selection process elements. Final offers are contingent on successful completion of reference checks and/or a record review.
If you need this announcement in an alternate language or format would like to request accommodation or assistance in the application/assessment process or have questions please contact: Sabrina Brazzle at
Other Position Information
Work Schedule
This position is non-exempt from the provisions of the Fair Labor Standards Act and is overtime eligible. Employees are paid on a bi-weekly schedule every other Thursday. Work hours arecomprisedof a 40-hour work week typically Monday through Friday 8:00 AM to 5:00 PM. Variations may occur based on operational demands.
The work associated with this position is currently performed or conducted through a combination of teleworking onsite work and in-person meetings. The role combines remote work from home with onsite reporting. Onsite reporting frequency may vary based on business needs.
Employees will have access to shared workspaces at various King County facilities. Employees mustresidein Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.
Union Membership: This position is not represented by a union
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Guided by our True North we are making King County a welcoming community where every person can thrive. We value diversity inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting support and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles - we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply including Native American and people of color immigrants refugees women LGBTQ people living with disabilities and veterans.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.
Required Experience:
Director
Employment Type
Full Time
