Executive Assistant

King County   Seattle, WA   Full-time     Administration / Clerical
Posted on June 11, 2022
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Summary

The Department of Local Services – Director’s Office is searching for a seasoned professional to provide executive-level support to the Department Director, Deputy Director, Chief of Staff and Director’s Office. This role serves as a key member of the office administrative team, which includes working across the department, with other County agencies and external parties. In this position, you will have the opportunity to have daily interaction with a diverse group of internal and external partners. You will also attend Department Leadership and Director’s Office Core Team meetings.
 
Our successful candidate will be a self-starter who has excellent customer service and interpersonal skills, strong editing expertise, a keen attention to detail, an ability to work in a collaborative and ambiguous environment, and a strong background in providing executive-level support. In addition to providing top notch customer service, this person will be relied on to make decisions and follow up on outstanding issues on behalf of management, while building and maintaining strong professional relationships with people throughout the organization. This individual will be welcoming and will consistently exhibit an approach that is highly respectful to all, modeling the department’s commitment to equity and social justice. The selected candidate will perform complex administrative support and organizational coordination functions.
 
The Executive Assistant has delegated authority to independently complete many daily administrative duties for the Director; Deputy Director; Chief of Staff; Equity, Inclusion, and Belonging Manager; and other Director’s Office staff. They must maintain knowledge of projects, keep the Director apprised of current and potential issues and problems, manage and prioritize numerous incoming requests with skill, and maintain confidentiality of sensitive and controversial communications to which they are exposed. This position serves as a technical lead for all department administrative positions.

Job Duties

At a minimum, the successful candidate will demonstrate skill or ability to:

  • Manage the day-to-day administrative affairs, including calendar, of the Director, Deputy Director, Chief of Staff. Manage the Director and Equity, Inclusion & Belonging Manager’s calendar. Set schedule priorities and resolve appointment conflicts; 
  • Triage incoming communications from customers, prioritizing, determining, and managing their disposition; 
  • Review, edit, and format correspondence to ensure accuracy and completeness, etc. as well as consistency with organizational policy;
  • Track deadlines, proofread, organize and compile materials, and transmit department legislation or reports to the King County Council, following established protocols and procedures;
  • Maintain confidential information in a professional manner; 
  • Prepare for and participate in leadership meetings, as assigned, for the purpose of conveying and gathering information and understanding Director’s Office and departmental priorities; 
  • Be flexible and comfortable operating in a fast-paced environment where decisions are often made with incomplete information;
  • Understand the importance of effectively building meaningful relationships with internal and external partners; 
  • Provide assistance to ensure the Director’s staff meetings, retreats, and larger venue events are set up to maximize the experience for participants; 
  • Research and ensure department-wide compliance with policies and procedures governing the processing of paperwork and the development and structuring of correspondence by working with division administrative staff; 
  • Provide backup to Administrator who reports directly to Deputy Director; 
  • Organize, update, and maintain hard copy and electronic files, using various software and systems, including Teams and SharePoint, as needed;
  • Compose, draft, summarize, prepare, proofread, and edit documents, memos, contracts, letters and/or reports for the Director and leadership staff to ensure they conform to established procedures and high customer service standards;
  • Develop, implement, and evaluate methods for monitoring existing and new administrative systems to support work activities;
  • Perform additional duties or special projects as assigned.

Experience, Qualifications, Knowledge, Skills

The ideal candidate will have the following:

Knowledge of:

  • Appropriate English usage, spelling, punctuation, and grammar. 
  • Recordkeeping principles and procedures.
  • Techniques for providing a high level of customer service to effectively deal with the public, vendors, contractors, and County staff.
  • Excellent communication skills.
  • Principles and practices of data collection and report preparation.
  • Modern office equipment including computers and related word processing and spreadsheet software applications.
  • Office administrative practices and procedures. 
  • Methods and techniques for handling highly confidential information and materials.
  • Function of public agencies.
Skills:
  • Providing primary administrative support to one or more senior leaders in a business or government setting. 
  • Anticipating needs and effectively handling and organizing multiple assignments and competing priorities.
  • Managing highly confidential, and sensitive issues effectively and with integrity.
  • Proper English punctation, grammar, sentence structure, and the ability to learn and apply County and departmental legislative and correspondence standards. 
  • Providing information and assistance in a way that builds strong and respectful relationships, with peers, managers, and customers.
  • Strong people skills and high attention to detail.
  • Strong familiarity with principles of equity and social justice and ability to apply equity and social justice principles in the workplace. 
  • Communicating clearly and concisely, both orally and in writing with employees, management, and members of the public, including considering and responding appropriately to the needs, feelings, concerns, and capabilities of a wide diversity of people in different situations.
  • Taking initiative as a resourceful problem solver. Skill in working independently on assigned tasks with minimal or no guidance.
  • Intermediate or expert-level skills with technology tools: Word, Excel, PowerPoint, Outlook, Teams and SharePoint.
  • Exceptional organizational skills and experience that prepares them to support a senior executive who is accountable to over 500+ employees, customers, partners, and community-based organizations. 
  • Ability to prioritize workload, work efficiently and calmly under pressure with tight turn-around times and changing priorities; juggle and track multiple assignments, and meet deadlines.
  • Skill in maintaining current knowledge of the departments functions, goals, major projects, and policies and procedures governing work performed.
  • Excellent organizational skills, requiring ability to prioritize and effectively manage numerous ongoing, emerging projects, and requests daily while meeting deadlines. 
Our most competitive candidate will also have:
  • Proficiency with Microsoft Office suite of products, including as a SharePoint user and/or SharePoint site administrator
  • Experience with PeopleSoft, Oracle, DocuSign, Visio, Teams

Supplemental Information

Those applicants who pass the initial screening will be invited to interview on July 11th, 2022.
 
If you are selected as a finalist you will be asked to come back on July 18th, 2022 for a second interview. 
 
This recruitment may be used to fill vacancies for up to 6 months. Including appointed, special duty assignments, STT and TLT opportunities.
 
WHO MAY APPLY: This position is open to all qualified applicants.
 
WORK SCHEDULE: The work week is normally Monday through Friday, 7:00 a.m. to 4:00 p.m., but may at times require work outside of normal business hours. This full-time position is overtime eligible.
 
FORMS AND MATERIALS: A completed King County Application is required. We highly recommend that you also provide a resume and cover letter (no more than 2 pages) summarizing how you meet the experience, qualifications, knowledge and skills for the position.

SELECTION PROCESS: Applicants will be screened for clarity, completeness, and competitiveness. The most competitive candidates may be invited to participate in one or more interviews.  Interviews will be conducted via Teams.  Reference checks and file reviews will be conducted.
   
UNION MEMBERSHIP:  Non-represented
 
For more information regarding this recruitment, please contact:
    
Vivienne Swai
    Human Resources Analyst
    206-477-1538
    vswai@kingcounty.gov
 
Covid-19 Vaccination Requirement
King County Executive Branch employees are required to be fully vaccinated against COVID-19. If you are the successful candidate for the position you applied for, the County will send you a conditional offer letter.
 
As a condition of employment, prior to a final offer of employment, you will be required to:
  • submit proof of vaccination or
  • have an approved request for medical or religious exemption and an approved accommodation. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation.
 
People are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of a vaccination approved by the Center for Disease Control and Prevention (CDC).
 
The Executive Branch includes employees in the Executive branch, the Assessor’s Office, Elections, the King County Sheriff’s Office, and the Executive Office.

Teleworking Requirement 
The work associated with this position will be performed by teleworking, onsite work and meetings as needed. The responsibilities of this position may include regular and ongoing in-office work involving in person customer service in accordance with the division's available customer service options.
 
Employees will have access to shared workspaces at various King County facilities. Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.
 
Employees will be provided with a County 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. Please note that when an employee conducts work that is likely to bring them in contact with another individual, safety precautions are required, including the wearing of masks in some situations. King County is doing its part to reduce the spread of COVID-19 and remains committed to reducing our carbon footprint.
   
King County has a robust collection of tools and resources to support working remotely. The individual selected for this opportunity will be joining an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment.  
 
Forbes recently named King County as one of Washington State's best employers. 
 
Together, with leadership and our employees, we're 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 nation's best places to live, work and play. 
 
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.

ABOUT THE DEPARTMENT OF LOCAL SERVICES 
King County is the local service provider for the roughly one quarter-million people who live in the unincorporated areas of the county; collectively, these communities would be the second largest city in the state. The Department of Local Services includes a Director's Office, and the Road Services and Permitting Divisions. Together, this department provides a single executive point of accountability for delivering local services to all of the unincorporated areas.
 
 KING COUNTY COMMITMENT TO EQUITY AND SOCIAL JUSTICE 
 As the only county in the United States named after Martin Luther King Jr, one of the most influential civil rights leaders in our nation's history, King County is a vibrant community with residents that represent countries from around the world. It is a region with increasing diversity that cherishes the artistic and social traditions of many cultures. Together, we're changing the way government delivers service and winning national recognition as a model of excellence.
 
  King County employees provide more than 2 million residents with essential services that make this one of the nation's best places to live, work, play, and raise a family. We continue to build on an enduring legacy of shared values of equity and social justice, employee engagement, innovative thinking, and continuous improvement. With this commitment, King County has adopted a pro-equity agenda aimed at advancing regional change and is developing the systems and standards necessary to achieve better outcomes for all our residents, regardless of their race or income.
 
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 this job announcement.

King County offers a highly-competitive compensation and benefits package designed to meet the diverse needs of our employees and support our employees' health and well-being.  Eligible positions receive the following benefits and have access to the following programs:

  • Medical, dental, and vision coverage: King County pays 100% of the premiums for eligible employees and family members
  • Life and disability insurance: employees are provided basic coverage and given the opportunity to purchase additional insurance for both the employee and eligible dependents
  • Retirement: King County employees are eligible to participate in a pension plan through the Washington State Department of Retirement Systems and a 457(b) deferred-compensation plan
  • Transportation program and ORCA transit pass
  • 10 paid holidays each year (plus 2 personal holidays)
  • Generous vacation and paid sick leave
  • Paid parental leave, family and medical leaves, and volunteer leave
  • Flexible Spending Account
  • Wellness programs
  • Onsite gyms and activity centers
  • Employee giving program
  • Employee assistance programs
  • Flexible schedules and telecommuting options, depending on position
  • Training and career development programs
For additional information about employee benefits please visit our Benefits, Payroll, and Retirement Page.

This is a general description of the benefits offered to eligible King County employees, and every effort has been made to ensure its accuracy.  If any information on this document conflicts with the provisions of a collective bargaining agreement (CBA), the CBA prevails.  Also, in the event of any incorrect information in this document, applicable laws, policies, rules, CBAs, or official plan documents will prevail.
 
NOTE:  Benefits for Term Limited Temporary (TLT) or Short Term Temporary (STT) positions, including leave eligibility and/or participation in the pension plan through the Washington State Department of Retirement Systems, will vary based upon the terms and details of the position. Short Term Temporary positions are not eligible for an ORCA transit pass.
 
For inquiries about the specifics of this position, please contact the recruiter identified on this job posting.