Administrative Assistant 4

Remote Jobs; Olympia (WA); Hybrid; USD 56,000 - 75,000; Full time

Job summary

Department of Commerce in Olympia, WA is seeking an experienced Administrative Assistant 4 to provide high-level administrative support to the Assistant Director and Deputy AD. The role includes managing calendars, coordinating meetings, and handling travel arrangements with discretion and confidentiality.

The position requires an in-office presence two days per week (Tuesdays and Thursdays) at the Olympia office and offers a full-time, permanent contract with a hybrid remote option.

Qualifications

• High-level, complex administrative support experience.
• Scheduling, calendar management, and travel coordination.
• Supervisory experience of lower-level administrative staff.

Responsibilities

• Exercise signature authority on administrative matters.
• Manage AD/Deputy AD in administrative tasks and confidentiality.
• Schedule meetings, prepare agendas, take notes, and coordinate division events.
• Coordinate travel, hotels, flights, and reimbursements, including in-state and out-of-state arrangements.
• Handle incoming mail, calls, and inquiries; triage and route to appropriate contacts.
• Monitor deadlines, prioritize tasks, and prepare written responses for leadership.

Job description

Salary : $55,596.00 - $74,748.00 Annually Location : Thurston County - Olympia, WA Job Type: Full Time - Permanent Remote Employment: Flexible/Hybrid Job Number: 2026-08731 Department: Dept. of Commerce Division: Housing Division Opening Date: 10/20/2026 Closing Date: 11/3/2026 11:59 PM Pacific Salary Information: The high end of the salary range, Step M is typically a longevity step

Description Administrative Assistant 4

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 fuelling 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 Housing Division (HD) partners with local governments, Tribes, housing authorities, nonprofits and other organizations to develop and preserve affordable housing, promote individual and family self-sufficiency, and reduce adult and youth homelessness.

This position reports directly to the Assistant Director (AD) of the HD division. This position provides high-level, complex administrative support to the AD and Deputy AD, makes decisions and acts for the AD in administrative matters, addresses public groups on Commerce functions and policies, and answers questions regarding the operation of the HD division. The quality of performance of the incumbent in this position directly affects the AD's ability to manage and coordinate all division functions and implementation of agency mission and goals. This position also supervises lower-level administrative assistant staff and serves as the administrative lead for HD administrative staff.

This position requires an in-office presence two days per week at our Olympia office, on Tuesdays and Thursdays.

Duties

• Exercise signature authority on administrative matters.
• Make decisions and act on behalf of the AD in administrative matters using independent judgment and maintaining a high level of confidentiality.
• Assist AD with various administrative tasks such as scheduling meetings, calendar keeping, activity and timesheet tracking, travel and reimbursement processes, etc.
• Act as point of contact for coordinating, reviewing, and approving all division documents and Human Resources (HR) materials for AD's or Deputy AD's signature.
• Schedule management team and administrative unit team meetings, prepare agendas, and take and distribute meeting notes.
• Coordinate, prepare and facilitate various division meetings and events.
• Coordinates in state and out of state travel. Tasks include scheduling hotels, flights, itineraries, and reserving rental vehicles. Prepare and submit related travel reimbursements.
• Manages incoming mail, emails, phone calls, and voice messages on behalf of the AD, acts independently on issues where authority is delegated.
• Responds to inquiries and directs correspondence to the appropriate contact.
• Highlights priorities and informs the AD and Deputy AD on these items.
• Track, prioritize, and coordinate cross-section responses and tasks assigned by the Director's Office, the Governor's Office, the Office of Financial Management, and other internal or external and executive staff.
• Screen, sort, and prioritize appointments for AD or Deputy ensuring appointments are triaged accordingly.
• Prioritize and complete various deadline driven projects as assigned.
• Respond to general inquiries from stakeholders verbally and in writing regarding the division.
• Develop written and oral responses and highlight particular items for AD or HD Management Team attention and maintaining tracking and follow-up.
• Ensure AD and Deputy AD are aware of internal and external deadlines and assist them in prioritization of work activities.
• Serve as liaison between AD, Deputy AD, and HD Management Team and other agency staff, transmitting assignments, reviewing activities and materials for appropriateness and consistency, making suggestions, and ensuring compliance with agency policy.
• Review, correct, track, and approve all materials for AD signature including contracts, personnel documents, correspondence, travel requests, purchase requests, STAR forms and Leave Requests, and other