ADMINISTRATIVE ASSISTANT 5

State of Washington; Alaska; Hybrid; USD 61,000 - 82,000; Full time

Job summary

Washington State Department of Commerce is recruiting an Administrative Assistant 5 to support the COO and leadership team in Olympia/Seattle. This role involves complex scheduling, briefing preparation, and coordination of travel, HR actions, and administrative tasks.

Five years of combined experience or education in business administration or related fields are expected, with strong Microsoft Office skills and a proven ability to manage multiple deadlines in a government setting.

Qualifications

• Five (5) years of combined experience and/or education as described in the posting.
• Experience coordinating calendar management and travel for executives.
• Ability to provide high-level administrative support and manage multiple priorities.

Responsibilities

• Manage COO's calendar and meetings withLeadership, internal teams, and external partners.
• Prepare briefing materials, agendas, and briefing memos for weekly meetings.
• Coordinate travel, leave approvals, HR actions, and time sheets.
• Draft, edit, and summarize documents and PowerPoint presentations.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder communication

Office software

Education

Business administration or related field

Tools

Microsoft Office

Job description

ADMINISTRATIVE ASSISTANT 5

Salary: $61,332.00 - $82,440.00 Annually

Location: Thurston County - Olympia, WA

Job Type: Full Time - Permanent

Remote Employment: Flexible/Hybrid

Job Number: 2026-06024

Department: Dept. of Commerce

Division: Operations Division

Opening Date: 07/29/2026

Closing Date: 8/12/2026 11:59 PM Pacific

Salary Information: The high end of the salary range, Step M is typically a longevity step

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 Operations Division houses the Compliance and Contracts, Financial Services, and Human Resources Divisions. The Operations Division 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.

Duties

Tasks include:

Administrative Scheduling:

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

Administrative Coordination:

• Travel authorization.
• Leave approval.
• Processing HR personnel, position and recruitment actions.
• Track and follow up on PARs that are not moving to ensure the workflow continues.
• Completing and approving time sheets via Superstar.
• Process and approve purchasing requests.
• 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.
• Greets, receives, and confers with official visitors which may include members of the public, visitors, and other representatives of various organizations, businesses, or agencies.

Organizational Management:

• 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.

Information Management:

• Manages incoming mail and emails on behalf of the COO, acts independently on issues where authority is delegated.
• Responds to inquiries and directs emails to the appropriate contact.
• Highlights priorities and informs the COO on these items.
• Maintains and updates internal distribution lists.
• 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.
• 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 include:

• Acts as the Public Records Coordinator for the COO's Office.
• Gathers responsive records for Public Records Requests and provides them to public records unit.
• In coordination with the public records unit, ensures all documents and emails meet retention requirements and follows Commerce records management procedures and policies.
• Maintain records, position descriptions, and recruitment documentation for COO's office.
• Assist with hiring processes, including scheduling interviews, candidate communication, and onboarding coordination.
• Serves as the back-up to Agency Operations Administration Administrative Assistants as needed.

Qualifications

Required Position Qualifications:

Five (5) years of combined experience and/or education as described below:

Experience in four or more of the following areas or work related to the position:

• Drafting, editing, and finalizing executive correspondence
• Coordinating strategic calendar management and business operations for leadership positions
• Arranging travel logistics for executives and teams, including flights, accommodations and itineraries
• Providing complex, high-level support to one or more senior leadership positions
• Working with contracts, budgets, and fiscal management
• Project management and coordinating team-based activities

Education involves business administration, political science, public administration/policy or related field.

Qualifying education post High School or equivalent may be substituted year for year for experience.

Examples of how to qualify:

• 5 years of experience
• 4 years of experience and one year of education
• 3 years of experience and two years of education
• 2 years of experience and three years of education
• 1 year of experience and four years of education

Preferred/Desired Qualifications:

• Experience in and/or familiarity with state government and state agency operations
• Familiarity with the Washington State legislature/understanding of Washington State legislative processes

Required Position Competencies:

• Advanced skill level in the Microsoft Office suite of products including OneDrive, Teams, SharePoint, Excel, Word, and Outlook.
• Ability to coordinate with internal and external stakeholders on a variety of issues
• Ability to meet multiple deadlines with competing priorities
• Demonstrated ability to work independently on multiple projects with little to no direction
• Maintain confidentiality on sensitive matters
• Ability to work effectively and efficiently during times of stress
• Ability to solve problems effectively and accurately independently

To be considered for this position the following are needed:

• A complete and detailed online application.
• A cover letter (enter online).
• At least three professional references (enter online).

For questions about this recruitment, please contact our recruitment team via email: - please reference the job number in your message.

Supplemental Information

This position must be based in the Seattle or Olympia offices though occasional travel to a Commerce office building or in-state travel to attend events or meetings may be required. Many Commerce employees work remotely or have a hybrid schedule.

This recruitment may be used to fill future vacancies over the next 60 days.

Technical support is provided by NEOGOV, 855-524-5627 (can't log in, password or email issues, error messages). DES job seeker support may answer general questions regarding the recruiting system at

Our Commitment to Equal Opportunity

The Washington State Department of Commerce is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may email Human Resources at [e-mail]. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.

Department of Commerce also offers a competitive benefits package including: medical and dental insurance benefits, retirement and deferred compensation plans, 11 paid holidays each year, 14-25 vacation days per year (depending on length of employment), 8 hours of sick leave per month (if full time employed), bereavement leave, an employee assistance program, as well as other benefits. Please see the Benefits Tab for more details.

More than Just a Paycheck!

Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:

The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Insurance Benefits

Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation

State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security

All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness

If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays

Full-time and