Executive Assistant (Capital Division) - SDA

Full Job Description

King County Metro Transit's Capital Division has an exciting Special Duty Assignment opportunity for a high-performing, experienced, and self-motivated Executive Assistant.

As the Executive Assistant, you will support the Director and their leadership team.

This role involves managing time-sensitive and confidential materials, requires a high level of professionalism, and provides strong administrative support for the Capital Division.

The Capital Division drives one of Metro's key strategies to "get things built".

This Division supports other groups in Metro by ensuring they have the infrastructure necessary to meet Metro's service delivery and strategic plan goals.

The Division is comprised of Capital Planning and Portfolio Management and Capital Project Delivery sections, as well as the Capital Central Services section, Transit Fleet Procurement, Contract Management and Transit Oriented Development.

Recruitment Information:

This recruitment is intended to fill one (1) Special Duty Assignment (SDA), anticipated to last approximately 6 months. The actual duration may vary based on the discretion of the supervisor.

Additionally, this selection process may be used to establish an eligibility pool for future SDA vacancies within this classification in the Capital Division.

The eligibility pool will remain active for 12 months from the posting date and may be extended or utilized at the hiring authority's discretion.

Who may apply:

We are only accepting applications from current King County Metro Transit Employees who have completed their probationary period in their current career service position. Please refer to the "Supplemental Information" section of this job bulletin for the required application materials.

Requirements

Applying equity and social justice principles is a daily responsibility and a foundational expectation for all King County employees. In this role you will apply equity and social justice principles to all aspects of the work.

As an Executive Assistant, you will:

• Maintain a dynamic and at times demanding schedule for the Capital Director's Office and staff the position supports: preparing meeting plans and materials, reviewing and routing correspondence and memos, retaining records, supporting payroll and expense processing, and completing special projects as assigned.
• Support leaders to plan and execute their vision, goals, and objectives.
• Facilitate the onboarding of new Division employees, including assisting the hiring manager with the process and ensuring that assigned admin tasks are complete.
• Coordinate and communicate across several lines of business at Metro, as well as internal to King County and external partners.
• Provide technical and logistical support for division and department-wide meeting facilitation and coordinate follow-up efforts. Frequently disseminate and relay instructions from managers to other staff and ensure follow-through of those instructions.
• Ensure staff follow division processes and standards as well as help create and implement new ones.
• Frequently disseminate and relay instructions from managers to other staff and ensure follow-through of those instructions.
• Coordinate and provide direction to administrative staff within the division, section, and/or department.
• Serve as lead for annual activities/tasks, ensuring timely completion.
• Other duties as assigned.

Qualifications

• At least three years of senior-level administrative professional experience, ideally supporting executive leaders.
• Proven ability to provide excellent customer service that is sensitive to, and reflective of, Metro’s commitments to equity, social justice, inclusion, and belonging.
• Good judgment and the ability to seek direction and make independent decisions in alignment with division priorities.
• Experience managing highly confidential and sensitive issues effectively and with integrity.
• A proactive mindset with the ability to handle competing priorities, take initiative, and elevate issues to division leadership for resolution.
• Excellent organizational skills; attention to detail without losing sight of the big picture.
• Comfort navigating uncertainty and ability to adapt in a dynamic environment.
• Experience building relationships across organizational units with an ability to be an open, collaborative, and trusted teammate.
• Demonstrated experience in drafting, preparing, and editing dynamic and high-visibility communications for executive leaders.
• Intermediate or expert-level skills with technology tools: Outlook, Excel, Word, Teams, etc.
• Understanding of how large organizations work and the ability to get things done through formal and informal channels.
• Experience creating and directing standard administrative processes or making existing processes more efficient.

• Knowledge of King County and/or Metro Transit policies and procedures.
• Experience with other Microsoft products, such as SharePoint and Visio.
• Experience with other software such as DocuSign, Adobe Acrobat, and Zoom.
• Familiarity with business intelligence tools such as Power BI.

Additional Information

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 Kam Kaur, Talent Advisor at kakaur@kingcounty.gov.

Required Application Materials:

• Submit an online application through our careers site. Update your application with all relevant work history going back at least 10 years (or more if necessary), including detailed job duties, dates of employment, and clear explanations for reasons for leaving.
• Submit a Letter of Interest explaining why this opportunity aligns with your current career goals, how your qualifications meet or exceed the posted requirements, and what unique strengths or perspectives you will bring to the position.
• Thoroughly respond to all required Supplemental Questions within the application.

For guidance on how to complete these required materials, be sure to visit the Career Support Services website for tips and examples on how to make your application materials as competitive as possible.

Applicants who are unable to apply online should follow the instructions at Application FAQ's- King County.

Selection Process:

Letters of Interest will be evaluated based on clarity, completeness, competitiveness, and overall writing quality. The selection process to identify the most qualified candidate may involve a review of the Letter of Interest alone and/or include an interview.

Work Schedule:

Our regular business hours are 40 hours per week, Monday through Friday. However, work outside of these hours may occasionally be required. This position is classified as non-exempt under the Fair Labor Standards Act, and therefore, is eligible for overtime pay.

Work Location:

The Capital Division works in a hybrid model, with days in the office as well as telecommuting. The ratio of remote to onsite work will be dependent on business needs and is subject to change. The primary onsite location is King Street Center, 201 S. Jackson St, Seattle WA 98104.

Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.

King County has a robust collection of tools and resources to support working remotely.

The individual selected for this opportunity will join an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment.

Employees will be provided with a County-issued laptop and must maintain a home workspace with an internet connection where they can reliably perform work and remain available and responsive during scheduled work hours.

Union Membership: Not Represented by a Union

Class Code: 428101

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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.