Executive Assistant (To the Executive Director)

FLSA Status: Exempt

2025 Salary Range: $70,166 to $93,308 Annually

Reports To: Executive Director

Supervisory Responsibilities: No

This class specification is not part of the collective bargaining unit.

JOB OVERVIEW

The Executive Assistant provides comprehensive high-level administrative, communication and strategic support to the Executive Director in a highly visible, fast-paced, mission driven environment.  This role requires a strong understanding of the Executive Director’s multi-faceted leadership roles and responsibilities across executive internal agency functions as well as across local, state and national platforms and the ability to proactively manage all administrative functions of the Executive Director’s office with professionalism, discretion and independence. This position ensures all support activities of the Executive Assistant align with the Executive Director’s and the agency’s core and evolving responsibilities, goals and initiatives. 

Serving as a trusted extension of the Executive Director, the Executive Assistant works collaboratively across teams and with staff, with external partners, elected officials and in public-facing contexts to stay informed on priorities, anticipate needs, coordinate and complete complex workflows or tasks; ensuring the Executive Director remains supported, organized, focused and strategically engaged so they may be as effective as possible.  It plays a critical behind-the-scenes role in advancing the agency’s mission and contributing to outcomes that make a difference at every level. 

ESSENTIAL JOB FUNCTIONS

• Proactively identifies and oversees the smooth and timely execution of the administrative functions, workflows and tasks of the Executive Director’s office by completing tasks and projects directly, delegating where appropriate and coordinating with others when responsibilities fall under their scope.
  
• Fosters collaborative relationships and serves as a key representative of the Executive Director’s office, maintaining and strengthening trust, creditability and alignment across the agency and with elected officials, external partners and the public.
  
• Strategically manages the Executive Director’s schedule and calendar; balancing strategic priorities, workflow pacing and time allocation to ensure productivity, efficiency and workload balance is sustainable amidst complex and competing demands.
  
• Manages the executive director’s email (and public facing phone) inbox by screening, prioritizing and responding to communications; ensures urgent matters are flagged, appropriate follow-up occurs, and messaging aligns with agency priorities and values.
  
• Anticipates upcoming priorities and needs; plans for long-range administrative support needs to ensure the Executive Director is well-prepared for future meetings, events, deadlines and initiatives
  
• Supports effective follow-through on action items of the Executive Director’s office, coordinating and collaborating across departments and with external partners to ensure timely resolution of commitments
  
• Prepares agendas, presentations, talking points and briefing materials to support internal and external meetings and events; ensures the Executive Director is well-informed and prepared for high-level engagements.
  
• Participates in meetings with or on behalf of the Executive Director to take notes, capture key discussion points and support collaborative follow-up, helping ensure shared accountability, clear communication and timely progress on next steps
  
• Provides high-level administrative support for legal, regulatory and labor/union related matters, demonstrating discretion, adaptability and a strong understanding of sensitive and confidential information and processes.
  
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  Maintain thorough knowledge of Agency policies and procedures, ensuring consistent adherence by assigned team members.
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  Maintain a working knowledge of the collective bargaining agreement and ensure Agency compliance in all staff-related matters.
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  May lead various projects as assigned
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  Performs other related duties as assigned.

CORE COMPETENCIES & JOB REQUIREMENTS

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  Maintains confidentiality of sensitive information, data, documents and files; maintains the utmost discretion with regard to confidential executive management level information.
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  Anticipates priorities and maintains long-range calendar systems to ensure the Executive Director is well-prepared and strategically aligned.  Supports thoughtful planning by forecasting key meetings, deadlines and cycles to reduce last minute conflicts and promote focus
  
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  Ability to prepare and distribute executive level correspondence.
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  Anticipates priorities and maintains long-range calendar systems to ensure the Executive Director is well-prepared and strategically aligned.  Supports thoughtful planning by forecasting key meetings, deadlines and cycles to reduce last minute conflicts and promote focus
  
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  Demonstrate adaptability by quickly responding to changing schedules and urgent requests, while staying organized and ensuring tasks are executed efficiently.
  
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  Works with a high level of autonomy and initiative, taking ownership of tasks and making sound decisions in situations that may involve limited direction and evolving needs
  
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  Ability to exercise independent high-level judgement with strong moral standards and integrity.
  
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  Strong ability to objectively facilitate and navigate difficult and challenging situations or conversations with tact; can effectively and professionally resolve conflict.
  
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  Ability to transcribe both oral and written notes from the Executive Director to complete documents such as performance reviews or other forms of written communication.
  
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  Excellent planning and time management skills; can organize efficiently, prioritize effectively and demonstrate follow-through in a timely manner.
  
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  Ability to organize and manage detailed and high-level administrative tasks, with impeccable attention to detail.
  
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  Strong knowledge of administrative functions of a governmental entity or similar organization
  
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  Ability to drive – run errands, perform field work, attend trainings and meetings.
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  Valid/current WA State Driver’s License with current automobile insurance.
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  Successfully pass a background check according to DSHS/ALTSA and agency policies.

EDUCATION & EXPERIENCE MINIMUM

Bachelor’s Degree in Business Administration, Business, Public Administration or similar field

and four (4) years of progressively responsible professional administrative experience.

PREFERRED EXPERIENCE

• Administrative experience directly supporting an executive or team of executives.
• Project Management, office management.
• Experience working in social service, governmental or nonprofit sectors.
• Experience working with nonprofit or governmental type

WORKING CONDITIONS

• This position requires an ability to perform office functions in a hybrid work model, which includes working two days per work week in a designated Agency office and the remainder of the week in a designated home office. Work is performed indoors in an office environment, usually weekdays between the hours of 8:00 AM and 5:00 PM.
• Travel is required within Lewis, Mason and Thurston counties and occasionally to other parts of the state or other states for conferences.
• Reasonable accommodations will be provided to enable individuals with disabilities to perform the essential functions of this position.

DISCLAIMER

The statements contained herein reflect general details as necessary to describe the essential functions and core competencies of this position, the level of knowledge and skill typically required and the scope of responsibility. This job description, while comprehensive, should not be considered an all-inclusive listing of work requirements or tasks. Individuals may perform other duties as assigned.

This Agency is an equal opportunity employer and is committed to working with its employees to reasonably accommodate them with the physical aspects of a position.  Qualified applicants are considered for employment without regard to race, creed, religion, color, age, sex, national origin, marital status, veteran status, sexual orientation, or the presence of any sensory, mental, or physical handicap, or any other protected characteristic as outlined by federal, state, or local laws.

Salary : $70,166 - $93,308