Executive Assistant | Transportation Safety & Systems Analysis Division

About WSDOT
Washington State Department of Transportation (WSDOT) is the steward of an integrated, multimodal transportation system that helps to ensure people and goods move safely and efficiently throughout the state. In addition to building, maintaining, and operating the state highway system, WSDOT operates the largest ferry system in the nation, manages the world's longest floating bridge, and recently completed the world's widest tunneling project.
The Opportunity
WSDOT is currently seeking a highly motivated, skilled professional to serve as the confidential Executive Assistant to the Director of the Transportation Safety & Systems Analysis (TSSA) Division. Our top candidate will provide executive administrative support and is responsible to perform various administrative tasks, make decisions, and take action on administrative issues for the Director. This position directly affects the Director's ability to manage and coordinate activities that accomplish the division's mission. The successful candidate must operate at the highest level of independence and requires an equally high level of judgement, ethical and professional behavior, and achievement of performance goals.
What to Expect
Among the varied range of responsibilities held within this role, Executive Assistant will:

• Serve as confidential Executive Assistant to the Director of Transportation Safety & Systems Analysis.
• Perform administrative as well as clerical functions as delegated and oversees administrative clerical support assigned to the division.
• Maintain the Director's electronic calendar and schedules complex meetings with high-level agency staff, Washington State & Local Government executives and National & International Safety-related Transportation leaders.
• Ensure the Director is aware of status, deadlines, and priority of work activities according to known needs, preferences, and personal judgement. Summarize incoming information and makes recommendations regarding appropriate action and follow-up.
• Serve as the legislative coordinator/liaison for the TSSA division. Assign, track, and ensure bill analyses and fiscal note assignments are completed on time. Compile materials for the Division Director to be prepared for the weekly legislative review meetings during the legislative session.
• Coordinate TSSA Leadership meetings, TSSA division All-Staff meetings and other meetings as directed by TSSA Director. Create/develop meetings agendas, notes and action items.
• Support the Director through a strong understanding of senior level management responsibilities, the agency's strategic plan, and the mission of the division.
• Serve as a liaison between the TSSA Director and direct reporting staff to relay assignments to staff and assure that assigned due dates are met; inform staff of important issues as they arise; and maintain a tracking log on correspondences assigned to staff for response.
• Compose and review formal/informal correspondence and communications to interagency staff, divisional staff, and external partners at the direction of the Director.
• Interact professionally both verbally and in written form with high-level executives including but not limited to WSDOT Executives, Office of Financial Management (OFM), and members of the Office of Governor staff.
• Plan, schedule, and book commercial air flights, auto rentals, lodging, and registration for out-of-state national and international travel.
• Monitor and manage the Director's delegation of authority documents.
• Coordinate paying invoices for services and/or invoices for TSSA.
• Serve as a backup as a payroll timekeeper on behalf of the Director.

Qualifications
To be considered for this opportunity, the following are required:

• High School diploma or GED Certificate
• Four (4) or more years of progressively responsible, recent experience providing professional-level administrative support to a senior-level manager.
• Demonstrated high level of ethical standards and integrity.
• Demonstrated skill in being self-directed and able to work remotely; willingness to take initiative and exhibit consistent good judgement.
• Demonstrated experience using organizational skills, including but not limited to the ability to prioritize work; find information quickly; complete work and return to critical tasks in the midst of multiple interruptions; and multitask handling issues quickly but accurately.
• Demonstrated ability to handle delicate or tense situations with sensitivity and discretion, share information only with those authorized; maintain high level of confidentiality.
• Strong human relation skills. Promote a friendly and inclusive environment, good morale, and cooperation amount a diverse team.
• Demonstrated ability and experience composing, editing, and proofreading professional communication.
• Ability to effectively address difficult and demanding customers with professionalism and respect.
• Use independent judgement to problem solve on the job.
• Demonstrated skills in leading, facilitating, and guiding group discussions.
• Advanced knowledge of, and ability to use, Microsoft Office products (Outlook, Word, Excel, PowerPoint, etc.). Ability to become proficient in various WSDOT-specific software platforms, i.e., DOTTime, PMP System, SharePoint, forms management, etc.
• Demonstrated knowledge of and high level of comfort working with various virtual meeting platforms including Microsoft TEAMS, Zoom, for teleworking and hybrid office meetings.

It is preferred that qualified candidates also have:

• Bachelor's degree or higher in Business Administration, Public Administration, or closely related field.
• Three (3) yeas of executive-level administrative assistant experience.
• Two (2) years of office management experience.
• Experience working in transportation or legal environment and some knowledge of transportation and/or safety terminology.
• Experience working in a multi-disciplinary setting.

*To review the full Position Description, please follow the directions in the Contact Us section of this posting.
Important Notes

• This recruitment may also be used to fill additional positions per business needs.
• This position offers flexible/hybrid remote work options.
• This position is exempt from state civil service law and does not have the same rights as classified positions. This exempt position serves at the pleasure of the Appointing Authority and unless the incumbent has previously served in a classified position, has no return rights.
• In addition to base salary, employees may be entitled to other forms of compensation depending on the type, duties, or location of the position. For union-represented positions, more information on other forms of compensation can be found in the applicable Collective Bargaining Agreements. Information on other compensation types for non-represented positions can be found in Chapter 357-28 of the Washington Administrative Code.
• WSDOT does not use the E-Verify system, therefore we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit www.uscis.wa.gov.

Why WSDOT

• Work-Life Balance - We are committed to ensure that our staff experience the reward of public service, while also sustaining a routine that suits each individuals' lifestyle. As such, there are a number of flexible schedule options available, including telework options for eligible positions.
• Paid Leave - In addition to 12 paid holidays, full-time employees mayearn up to 25 paid vacation days per year!
• Tuition Assistance - Permanent employees have several options for assistance with education expenses, including tuition reimbursement programs, government discounts at participating colleges throughout the state, and eligibility for federal student loan forgiveness.
• Plan For Your Future - WSDOT offers a comprehensive benefits package that includes a variety of healthcare options. Employees also have their choice of state retirement programs, and much more. Go to State Benefits for more information.

Check out this video to learn more: Why WSDOT?
How to Apply
Applications for this recruitment will be accepted electronically. Your relevant experience may be evaluated to determine salary. Therefore, it is very important that the "Work Experience" portion of the application be completed in as much detail as possible.
In order to be considered for this opportunity, please include the following with your online application:

• An attached Resume outlining (in reverse chronological order) your experience to date.
• An attached Cover Letter that further explains your qualifications and indicates why you believe you are a viable candidate for this role.
• Contact details for a minimum three (3) individuals who can attest to your work performance, technical skills, and job-related competencies. This information can be entered in the "References" section of the online application; does not require an additional attachment.

Please click the "APPLY" button to proceed. Note that you will be prompted to either sign in or create an account. This step is required in order to submit an application to this opportunity.
WSDOT is an equal opportunity employer. We value the importance of creating an environment in which all employees can feel respected, included and empowered to bring unique ideas to the agency. Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace. All persons, regardless of race, ethnicity, age, veteran status, sexual orientation, and/ or gender identity, are encouraged to apply. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact the listed Recruiter.

Contact us
For inquiries about this posting, you may contact the assigned Recruiter at Rachel.Giese@wsdot.wa.gov. Please be sure to reference 24DOT-HQ-0E230 in the subject line.Employment Type: Full Time - Permanent