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

Join our team as theExecutive Assistant to the Deputy Director! Were looking for a proactive detail-oriented professional to coordinate and manage the daily activities of the Deputy Directors office.

Please Note:Standard business hours for this position are 8:00 a.m. to 5:00 p.m. Monday through Friday in-office at our Central Office in Olympia. Occasional in-state travel required. A flexible schedule or hybrid telework is subject to supervisory approval.

At the Washington State Department of Veterans Affairs (WDVA) we are passionate about our mission of Serving Those Who Served. As a national leader in our advocacy for nearly 500000 Veterans and their family members we strive to connect them to earned benefits as well as innovative programs focused on their overall health and addition we provide critical community services through a variety of programs and at our four State Veterans Homes located in Orting Port Orchard Spokane and Walla Walla. These locations provide Medicare and Medicaid nursing home care to Veterans including in some instances their spouses widows or Gold Star Families.

As the Executive Assistant to the Deputy Director you will work independently to initiate prioritize and deliver executive-level administrative and operational support to the Deputy Director and at times the Director. Utilizing exceptional knowledge of Microsoft Suite applications and administrative and operational services you will establish office standards priorities and work methods to include drafting and reviewing high-level internal/external correspondence maintain executive files manage executive calendars and other key duties and 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 organizations programs; liaise with the Directors 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 agencys 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.
• And more!

*Complete Position Description available upon request*

• 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.
• Traits Skills and Competencies:
  • 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/Desired:

• Bachelors 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.
  • 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.

Special Requirements:

• Must be able to pass a DSHS BCCU Background Check prior to beginning services and every two (2) years in accordance with WDVA Policy 615.000 Background Checks. Information from the background check will not necessarily preclude employment but will be considered in determining the applicants suitability and competence to perform in the position.
• Must be able to assemble package lift or relocate employee files weighing up to 40 lbs. for archiving and/or transporting.
• Must have a valid drivers license.
• Candidates who are offered a job with WDVA must possess work authorization which does not require sponsorship by the employer for a visa now or in the future.

Application Process: Top candidates will be contacted directly to interview for this position. Because the selection will be based on information provided by you it is in your best interest to identify the knowledge skills and abilities that address the mandatory and desirable qualifications described below.

Please include the following documents with your application:

1. A letter of interest describing specific qualifications.

2. A current resume detailing applicable experience and education. 3. A list of at least three professional references with current telephone numbers.

Other Information:

• This position is non-represented.

If you have any questions regarding this announcement program or the agency please contact us at.