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

Join our team as the Executive Assistant to the Deputy Director! We're looking for a proactive, detail-oriented professional to coordinate and manage the daily activities of the Deputy Director's 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 500,000 Veterans and their family members, we strive to connect them to earned benefits as well as innovative programs focused on their overall health and wellness.

In 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 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 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 agency's 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:

• Bachelor's 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 applicant's suitability and competence to perform in the position.

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.

Diversity, Equity, and Inclusion Employer

Here at YOUR Washington Department of Veterans Affairs our employees come from all walks of life. We strive to hire great people from a wide variety of backgrounds.

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 believe in the importance of recognizing the value each of us contribute to the success of the mission of the agency.

Having a diverse workforce is this agency’s greatest resource of strength and knowledge.

It is through the combination of talents and abilities that we can pursue finding effective measures on how we can provide the best customer service.

We are committed to building a diverse and inclusive workplace for everyone.

The State of Washington is an equal opportunity employer.

Persons with a disability who need assistance in the application process or testing process, or those needing this announcement in an alternative format, may call (360) 725-2183.

TTY users should first call 711 to access the Washington Relay Service.

You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our award-winning diverse and inclusive organization.

If you have any questions regarding this announcement, program, or the agency, please contact us at recruiters@dva.wa.gov.