WDVA Executive Assistant to the Deputy Director, Full-Time Permanent, Olympia
US DEPT. OF VETERANS AFFAIRS, Olympia, Washington, United States, 98502
Description
Join our team as the Executive Assistant to the Deputy Director! We are looking for a proactive, detail‑oriented professional to coordinate and manage the daily activities of the Deputy Director's office.
If you are skilled in organization, communication, and multitasking, this pivotal role offers a dynamic environment where your expertise will drive efficiency and support high‑level decision‑making.
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 is 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 we advocate for nearly 500,000 Veterans and their families, helping them access earned benefits and innovative health and wellness programs.
We also provide critical community services through our four State Veterans Homes located in Orting, Port Orchard, Spokane, and Walla‑Walla, offering Medicare and Medicaid nursing home care.
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 Office Suite and administrative services, you will establish office standards, priorities, and work methods, including drafting and reviewing high‑level correspondence, maintaining executive files, managing calendars, and performing other key duties and responsibilities.
Duties
Manage the day‑to‑day operations of the Deputy Director’s office 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 various approaches.
Oversee the uniformity of 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 methods of resolution for special projects and assignments.
Consult with division executive‑level managers on programs, acting as a bridge of smooth communication between the 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, representing the agency through professional interactions and collaborative partnerships.
Manage cross‑divisional projects of importance to the Deputy Director.
And more!
Required Qualifications
Four (4) years of progressively responsible experience in office management, 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 with varying perspectives and diverse priorities.
Skilled at organizing and summarizing information, including 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 Microsoft Word, Excel, PowerPoint, and Outlook.
Preferred/Desired Qualifications
Bachelor’s degree in public administration, business administration, organizational development, organizational psychology, operations research, communications, or a 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 with 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 system issues.
Write reports and develop presentations that clearly articulate findings and implications for agency policies and programs, achieving results with minimal oversight.
Effectively give and receive information, verbally and in writing, to diverse audiences, preferably at an executive level.
Coordinate and lead teams, creating a cooperative and productive environment.
Demonstrate proficiency in Microsoft Office Suite as a documentation and communication tool.
Understand 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, working 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.
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 driver’s license.
Candidates must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.
EEO Statement All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or Veteran status. We are committed to building a diverse and inclusive workplace for everyone.
Benefits Washington State offers a competitive benefits package for full‑time employees, including health, dental, life insurance, flexible spending accounts, retirement plans (PERS and DCP), and additional benefits such as dependent care assistance and auto/boat/home insurance.
Employees may also receive holiday and sick leave per state regulations and benefits specific to Veterans Affairs employees.
Application Process Top candidates will be contacted directly to interview.
Please submit a letter of interest describing specific qualifications, a current resume, and at least three professional references with current telephone numbers.
Do not include personally identifying data such as social security numbers in your application.
#J-18808-Ljbffr
If you are skilled in organization, communication, and multitasking, this pivotal role offers a dynamic environment where your expertise will drive efficiency and support high‑level decision‑making.
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 is 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 we advocate for nearly 500,000 Veterans and their families, helping them access earned benefits and innovative health and wellness programs.
We also provide critical community services through our four State Veterans Homes located in Orting, Port Orchard, Spokane, and Walla‑Walla, offering Medicare and Medicaid nursing home care.
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 Office Suite and administrative services, you will establish office standards, priorities, and work methods, including drafting and reviewing high‑level correspondence, maintaining executive files, managing calendars, and performing other key duties and responsibilities.
Duties
Manage the day‑to‑day operations of the Deputy Director’s office 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 various approaches.
Oversee the uniformity of 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 methods of resolution for special projects and assignments.
Consult with division executive‑level managers on programs, acting as a bridge of smooth communication between the 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, representing the agency through professional interactions and collaborative partnerships.
Manage cross‑divisional projects of importance to the Deputy Director.
And more!
Required Qualifications
Four (4) years of progressively responsible experience in office management, 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 with varying perspectives and diverse priorities.
Skilled at organizing and summarizing information, including 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 Microsoft Word, Excel, PowerPoint, and Outlook.
Preferred/Desired Qualifications
Bachelor’s degree in public administration, business administration, organizational development, organizational psychology, operations research, communications, or a 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 with 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 system issues.
Write reports and develop presentations that clearly articulate findings and implications for agency policies and programs, achieving results with minimal oversight.
Effectively give and receive information, verbally and in writing, to diverse audiences, preferably at an executive level.
Coordinate and lead teams, creating a cooperative and productive environment.
Demonstrate proficiency in Microsoft Office Suite as a documentation and communication tool.
Understand 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, working 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.
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 driver’s license.
Candidates must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.
EEO Statement All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or Veteran status. We are committed to building a diverse and inclusive workplace for everyone.
Benefits Washington State offers a competitive benefits package for full‑time employees, including health, dental, life insurance, flexible spending accounts, retirement plans (PERS and DCP), and additional benefits such as dependent care assistance and auto/boat/home insurance.
Employees may also receive holiday and sick leave per state regulations and benefits specific to Veterans Affairs employees.
Application Process Top candidates will be contacted directly to interview.
Please submit a letter of interest describing specific qualifications, a current resume, and at least three professional references with current telephone numbers.
Do not include personally identifying data such as social security numbers in your application.
#J-18808-Ljbffr