Administrative Assistant

Position: ADMINISTRATIVE ASSISTANT 5
Administrative Assistant 5

At the Department of Commerce, we're reimagining what's possible in government. We're builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we're turning big ideas into real-world solutions that uplift people and places.

Our agency's strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact.

This job is a commitment to reshape systems so they work better for everyone. If you're ready to challenge the status quo and build meaningful connections, we want to meet you.

Let's build what's next, together.

The Agency Operations Administration houses the Compliance and Contracts, Financial Services, and Human Resources Divisions. The Agency Operations Administration is responsible for long term agency strategic planning, financial oversight, Internal Audit Support, agency compliance, and general offices services via the assigned divisions.

Reporting to the Chief Operating Officer (COO), this position serves as the principal assistant to the COO and provides complex administrative and technical support ensuring daily operations run efficiently and effectively.

This position must be based in our Seattle or Olympia offices.

Provides administrative support to the Chief Operating Officer

Tasks include:

* Manages COO's calendar, schedules meetings with Commerce Executive Leadership, internal teams, external parties, and legislative partners on behalf of the COO, ensures thorough briefing and preparation for each meeting.

* Prepare weekly briefing memos, on Fridays, to summarize important meetings and deliverables due for the following week.

* Manages incoming mail and emails on behalf of the COO, acts independently on issues where authority is delegated.

    o Responds to inquiries and directs emails to the appropriate contact.

    o Highlights priorities and informs the COO on these items.

    o Maintains and updates internal distribution lists.

* Prepare briefing materials, agendas, and meeting packets; ensure COO is informed of priorities and deadlines.

* Exercises delegated authority to complete the following:

    o Travel authorization.

    o Leave approval.

    o Processing HR personnel, position and recruitment actions.

    o Track and follow up on PARs that are not moving to ensure the workflow continues.

    o Completing and approving time sheets via Superstar.

    o Process and approve purchasing requests.

    o Updating and maintaining organizational charts as needed.

* Coordinates in state and out of state travel for the COO, tasks include scheduling accommodations, flights, itineraries, and reserving rental vehicles.

* Represents the COO at meetings, conferences, and conventions and may speak on behalf of the COO of Commerce on agency matters, as requested by the COO.

* Drafts and edits documents electronically, including letters, memos, itineraries, PowerPoint presentations, spreadsheets, and other related documents.

* Tracks, prioritizes, and coordinates agency responses, tasks, deadlines and action items assigned by the Director, the Office of Financial Management (OFM), the Office of the Governor, and/or the Director's Executive Team.

* Track and follow up on action items, deadlines, and deliverables assigned to COO or leadership team.

* Assists the COO in identifying and prioritizing internal and external deadlines.

* Summarizes information to inform decision making and makes recommendations to the COO.

* Supports and facilitates communication between the COO, and various internal and external units and individuals at various levels including but not limited to the Office of the Governor, other state agencies, federal agencies, and the legislature.

* In consultation with the Communications Director and program managers, prepares speaking engagement materials and other resources for conferences and meetings.

* Distributes and assigns tasks, deadlines, and assignments on behalf of the COO.

* Track and coordinate complex, high level assignments to ensure all internal processes and procedures are adhered to and deadlines are met.

* Responds to inquiries about COO's interpretation of policies, procedures, on their behalf.

* Greets, receives, and confers with official visitors which may include members of the public, visitors, and other representatives of various organizations, businesses, or agencies.

* Track and report annual requirements for the division to the COO or designee for appropriate action. This includes but is not limited to performance evaluations, required trainings, and other activities.

Records Management and Records Retention

Tasks…