Executive Assistant

Washington Department of Natural Resources; Vancouver (WA); Vor Ort; USD 65.000 - 90.000; Vollzeit

Zusammenfassung

Washington State School for the Blind seeks an Executive Assistant to provide comprehensive support to the Superintendent and Board of Trustees. The role manages high-level administrative duties, coordinates communications with stakeholders, and ensures accuracy and timeliness of governance and compliance processes.

The successful candidate will be an exceptional communicator, organized, and proactive, thriving in a dynamic environment with diverse responsibilities.

Qualifikationen

• Excellent written and verbal communication.
• Strong organizational skills with the ability to manage multiple priorities.
• Experience working with diverse stakeholders in a professional environment.
• Proficiency with office software; QuickBooks experience preferred.
• Ability to maintain confidentiality and handle highly sensitive information.

Aufgaben

• Executive Support to the Superintendent: manage calendar, travel, expense logs, and monthly reports.
• Board Secretary Duties: coordinate onboarding, agendas, minutes, and board travel.
• School Calendar Development: align with VPS calendar and distribute to staff and BOT.
• Public Records Officer: respond to records requests within legal timelines and log requests.

Kenntnisse

Written communication

Verbal communication

Organizational skills

Stakeholder management

Confidentiality & discretion

Office software

Tools

Microsoft Office

Jobbeschreibung

Description

Persons requiring reasonable accommodation in the application process may contact the Recruitment Team at [e-mail]. Those with a hearing impairment in need of accommodation are encouraged to contact the Washington Relay Service at 1-800-676-3777 or www.washingtonrelay.com.

(Logo: Silhouette of Washington State with a lighthouse icon pointing to Vancouver)

The Washington State School for the Blind is seeking a highly skilled, detail-driven Executive Assistant to provide comprehensive support to the Superintendent and Board of Trustees (BOT). This position plays a central role in ensuring smooth executive operations, effective communication across the agency, and accurate management of critical administrative, governance, and compliance functions. The ideal candidate is an exceptional communicator, a proactive problem-solver, and a professional who thrives in a dynamic environment with diverse responsibilities.

Duties

Position Overview: The Executive Assistant supports the Superintendent and Board of Trustees by managing high-level administrative functions, coordinating communication with internal and external stakeholders, and ensuring the accuracy and timeliness of essential organizational processes. This role requires strong written and verbal communication skills, the ability to manage multiple priorities, and the professionalism to interact effectively with students, staff, state agencies, parents, the public, and other partners. This full-time/permanent position is exempt from state civil service laws and reports directly to the School Superintendent.

The major responsibilities for the position include, but are not limited to, the following.

Executive Support to the Superintendent

• Manage the Superintendent’s calendar, travel arrangements, and monthly travel expense vouchers.
• Prepare and maintain credit card logs and collect monthly student/data counts.
• Draft the Superintendent’s monthly report and distribute it to the Governor’s Office, Board of Trustees, and Cabinet.

Board Secretary Duties

• Serve as the primary contact for Boards & Commissions.
• Coordinate onboarding and exiting of Board and Ex-Officio members.
• Prepare meeting agendas, take minutes, and post approved minutes online.
• Manage board member travel, maintain rosters, and prepare A-19s or travel vouchers.

School Calendar Development

• Draft the annual school calendar using Vancouver Public School (VPS) alignment.
• Route drafts for Superintendent, Principal, and union review.
• Distribute approved calendars to staff and the Board of Trustees.
• Create a text-based events calendar and place the calendar on the March BOT agenda.

Facility Rentals

• Meet with potential renters and review rental requests/contracts.
• Enter rentals into the Resource Scheduler and send confirmations to all affected departments.
• Issue keys/keycards, schedule gate/door access, and generate invoices.
• Billing and receiving payments from renters.

Cabinet & Emergency Response Team Support

• Schedule monthly Cabinet meetings, prepare agendas, and identify policies/procedures for review.
• Attend Cabinet and Emergency Response Team meetings, prepare agendas, and update the Emergency Reference Guide annually.

Public Records Officer

• Respond to all public records requests within legal timelines.
• Research, redact, and provide records in compliance with Public Records Act requirements.
• Maintain a Public Records Request log and manage record disposal per retention rules.

Records Management

• Ensure proper retention and disposition of agency records.
• Respond to staff inquiries and coordinate annual July 1 record purges.
• Arrange shredding services with the Buildings & Grounds manager.

Combined Fund Drive (CFD) Chair

• Attend annual CFD chair meetings.
• Recruit committee members and communicate campaign information to staff.
• Submit donations to the CFD office.

Constituent Services

• Serve as the primary contact for Governor’s Office constituent services.
• Provide information to support responses to requests or complaints.

Policies & Procedures

• Maintain original signed policies/procedures.
• Support staff in drafting or revising policies.
• Post approved policies online and distribute to staff and the Board.

Data Collection

• Update the annual data sheet each August using Superintendent report data.
• Post the updated data sheet to the website.

Privacy Officer

• Complete the annual privacy survey and coordinate privacy training.
• Serve as the agency’s data privacy contact.

Low Vision Clinic Support

• Schedule student appointments and enter evaluations into Skyward.
• Distribute evaluations to relevant staff and mail copies to families.

Keys, Keycards, Gates & Doors

• Issue keys/keycards to employees and maintain inventory.
• Schedule gate and door access for school events and student needs.

Notary Services

• Provide notary services for agency-related documents.

WAC Revisions

• Collaborate with the Attorney General’s Office on WAC creation or revisions.
• File revisions with the Code Reviser’s Office and schedule required hearings.

Organization Chart

• Update the agency organizational chart annually.

While this is not an exhaustive list, it highlights the key duties and responsibilities of the role.

Qualifications

The ideal candidate should possess the following:

• Demonstrated excellence in written and verbal communication.
• Strong organizational skills with the ability to manage multiple priorities.
• Experience working with diverse stakeholders in a professional environment.
• Proficiency with office software and database systems; QuickBooks experience preferred.
• Ability to maintain confidentiality and handle highly sensitive information.
• Knowledge of public agency operations, public records, and records retention is highly desirable.

This position is central and essential to the smooth functioning of the agency’s leadership, governance, and operational systems. The Executive Assistant ensures that critical processes run efficiently, communication flows effectively, and the Superintendent and Board are supported in fulfilling their responsibilities to students, staff, and the community.

This position is open until filled. The hiring manager reserves the right to close this posting at any time so apply early for optimal consideration. We are unable to respond individually regarding the status of your application. You will be contacted directly if selected for an interview.

Supplemental Information

hat we offer: The WSSB campus is 13.2 acres and is on the National Register of Historic Places. It not only includes state-of-the-art classrooms but a fitness center with a saline pool and new rock-climbing wall, track & field, auditorium, LIFTT program offering dorm-style housing, and much more!

WSSB affords employees all the benefits of state service (such as PEBB benefits and PERS retirement plan) while remaining small enough to know fellow staff by name! WSSB prides itself on its mission-driven environment as we seek to empower blind and low vision individuals to reach their full potential.

Opportunity for All: The Washington State School for the Blind celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion in accordance with state and Federal laws regardless of religion, race, creed, color, national origin, citizenship or immigration status, marital status, familial status, pregnancy/childbirth or related medical conditions, sex including sexual orientation and gender identity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics.
Background inquiries of convictions and pending criminal charges will be conducted for all positions. Background checks shall be completed on applicants prior to their appointment to positions in the state of Washington which are directly responsible for the supervision, care or treatment of children. Information obtained from background inquiries will not necessarily preclude employment, but will be considered in determining the applicant's character, suitability, and competence to perform in the position applied for and may result in the denial of employment. Applicants are required to sign a release authorizing inquiry, and a background check will be conducted at the applicant's expense after a conditional offer of employment has been made. Failure to complete the authorization and background check shall disqualify the applicant from employment in these positions.

Veterans Preference:
Applicants who meet the minimum qualifications and wish to claim Veteran's Preference MUST attach a copy of their DD214, or other verification of military service. Please blackout any personally identifiable data such as social security number. For additional information on Veteran's Preference and guidance on how to determine if you are eligible, click here. We thank you and are grateful for your service!

Additional Information: The state of Washington is an equal opportunity employer. Persons with a disability who need assistance with the application process, may call [phone] and ask to speak to Human Resources or email [e-mail]. We are unable to respond individually regarding the status of your application. You will be contacted directly, if selected for an interview.