Executive Assistant, CIO (AA 5) DOH9012

State of Washington; Tumwater (WA); Hybrid; USD 70,000 - 100,000; Full time

Job summary

Washington State Department of Health is seeking an Executive Assistant to the Chief Information Officer in a hybrid role based in Tumwater. You will be the CIO’s principal administrative partner, managing complex calendars, travel, and high-priority projects while coordinating across Technology Operations leadership.

You will lead administrative processes, mentor staff, and support major IT initiatives and division priorities, ensuring efficient operations and clear communications with senior

Qualifications

• Experience providing senior-level administrative or executive support, including managing complex calendars and meetings.
• Experience coordinating complex schedules and events with multiple participants.
• Experience preparing, reviewing, editing, and formatting professional documents for accuracy and clarity.
• Experience handling confidential or sensitive information with discretion.
• Experience coordinating or leading the work of others and mentoring staff.
• Experience evaluating administrative processes and implementing improvements to workflows.

Responsibilities

• Manage executive operations for the CIO, including a complex calendar, meetings, travel, correspondence, priorities, and follow-up activities.
• Coordinate leadership priorities and assignments by tracking commitments, establishing timelines, maintaining planning tools, and ensuring timely completion.
• Lead administrative operations for Technology Operations, including supervising staff and documenting procedures.
• Coordinate executive and leadership meetings by developing agendas, preparing materials, documenting decisions and assignments, and managing follow-up.
• Manage executive correspondence and administrative decisions using delegated authority up to $5,000.
• Coordinate personnel administration for Technology Operations, including recruitment, staffing records, and offboarding.
• Improve administrative processes by evaluating current practices and sharing best practices across teams.
• Lead administrative coordination for special projects and events, including major IT initiatives and all-staff meetings.

Skills

Senior-level administrative support

Calendar management

Meeting coordination

Travel coordination

Confidential information handling

Mentoring staff

Process improvement

Microsoft 365 proficiency

Tools

Microsoft 365

Job description

Executive Assistant, CIO

This recruitment is open to Washington residents and those residing in Idaho or Oregon. This position is eligible for hybrid work, with onsite work at our Tumwater office 1-2 days per week.

The Opportunity

As the Executive Assistant to the Chief Information Officer (CIO), you will serve as the CIO’s principal administrative partner and the lead administrative professional for Technology Operations. You’ll manage complex executive priorities, coordinate work across leadership and administrative teams, and keep high-level assignments, meetings, correspondence, and projects moving forward.

You’ll work closely with the CIO, Deputy CIO, Technology Operations Leadership Team, and administrative professionals across the agency. As a member of the Technology Operations Leadership Team and Agency Lead Administrative Support Team, you’ll have a broad view of division priorities and play an important role in creating effective administrative processes that support the people and technology behind DOH’s work.

Key Responsibilities:

• Manage executive operations for the CIO, including a complex calendar, meetings, travel, correspondence, priorities, preparatory materials, and follow-up activities.
• Coordinate leadership priorities and assignments by tracking commitments, establishing timelines, maintaining planning tools, and ensuring work is completed accurately and on time.
• Lead administrative operations for Technology Operations by assigning and coordinating work, reviewing work products, mentoring administrative staff, documenting procedures, and supporting cross-training.
• Coordinate executive and leadership meetings by developing agendas, scheduling presenters, preparing materials, documenting decisions and assignments, and managing follow-up.
• Manage executive correspondence and administrative decisions using delegated authority to review, edit, format, route, and approve administrative matters, including purchases up to $5,000.
• Coordinate personnel administration for Technology Operations, including recruitment and hiring activities, position actions, staffing records, organizational charts, separations, and offboarding.
• Improve administrative processes by evaluating current practices, identifying opportunities for greater consistency and efficiency, and coordinating procedures and best practices across administrative teams.
• Lead administrative coordination for special projects and events, including major IT initiatives, all-staff meetings, leadership meetings, supervisor roundtables, recognition activities, and other high-visibility division priorities.

Why You’ll Love This Role

• You’ll work closely with executive leadership and have visibility into priorities and decisions across Technology Operations.
• You’ll have the opportunity to lead administrative practices, improve processes, mentor others, and shape how work gets done across the division.
• Your work will strengthen the operations behind the technology and services DOH employees rely on to serve communities across Washington.
• You’ll contribute to DOH’s public health mission by helping leaders and teams stay organized, connected, and focused on the work that supports people throughout the state.

You’re an organized and thoughtful administrative professional who is comfortable working with senior leaders, navigating competing priorities, and taking ownership of complex work. You communicate clearly, exercise good judgment with sensitive information, and know how to keep people, projects, and details moving without losing sight of the bigger picture. You’re also a collaborative lead who enjoys sharing knowledge, improving processes, and creating an environment where administrative teams can do their best work.

Required Qualifications

There are multiple pathways to qualify for this position. You must meet one of the options provided and any additional criteria listed. Experience may have been gained through paid or unpaid activities. Please ensure any relevant experience defined below is outlined in your cover letter, resume, and/or applicant profile.

• Experience providing senior-level administrative or executive support, including managing complex calendars, coordinating meetings, tracking assignments and deadlines, preparing materials, and supporting multiple competing priorities.
• Experience coordinating complex schedules, meetings, events, or projects involving multiple participants, priorities, and deadlines.
• Experience preparing, reviewing, editing, and formatting professional correspondence, reports, meeting materials, or other business documents for accuracy, clarity, and appropriate content.
• Experience handling confidential or sensitive information using sound judgment and discretion.
• Experience coordinating or leading the work of others, such as assigning or prioritizing work, providing guidance, mentoring or training staff, monitoring completion of assignments, or improving team processes.
• Experience evaluating administrative processes and implementing or recommending improvements to workflows, procedures, or business practices.
• Proficiency using Microsoft 365 including Outlook, Word, Excel, and PowerPoint to manage email and calendars, prepare documents and presentations, organize information, and collaborate with others.

Required Competencies:

• Cultural Humility - You are curious, self-aware, and open to perspectives and experiences different from your own. You will continue to learn, reflect on your own assumptions and biases, adapt your approach, and build respectful relationships where different cultures, identities, and perspectives are valued.
• Equity and Inclusion - You are committed to creating an environment where people feel valued, included, and supported. You will consider how decisions affect people with different backgrounds and experiences, remove barriers where possible, and incorporate diverse perspectives and lived experiences into your work.
• People Impact Orientation - You understand that how you work can have a meaningful impact on others. You will seek to understand the needs and experiences of the people affected by your work, take responsibility for your impact, and adjust your approach when needed to create better outcomes.

Preferred Qualifications

• Experience supporting executive or senior organizational leadership.
• Experience serving in a lead or supervisory role, including coordinating work, providing guidance, mentoring or training staff, and supporting team workflow.
• Experience supporting human resources administrative processes, such as recruitment, personnel actions, onboarding/offboarding, or maintaining staff records.
• Experience supporting procurement, purchasing, travel, payroll/timekeeping, vendor invoicing, public records, or records management activities.
• Proficiency with tools such as SharePoint, Visio, OneDrive, Microsoft Teams, or similar platforms used for collaboration, document management, process mapping, and information sharing.

Employee Benefits

We want you to have the support and benefits you need to do your best work while building a career that fits your life. As a DOH employee, you’ll have access to a comprehensive benefits package that supports your health, financial well-being, and work-life balance, with resources to support you now and help you plan for the future. Learn more about DOH benefits and what it’s like to work with us by visiting

The Office of Innovation and Technology

Technology and data powering public health.

The Office of Innovation and Technology (OIT) provides the technology, data, and digital services that support DOH programs and public health partners across Washington. Our specialized teams work together to build, secure, modernize, and support the systems that power public health operations, data exchange, laboratory services, emergency response, and informed decision-making. We foster curiosity, innovation, and continuous improvement to create reliable, connected technology solutions that help DOH better serve communities across Washington.

About the Washington State Department of Health

We’re nearly 2,000 professionals across Washington working together to protect and improve community health. Guided by our values of Equity, Innovation, and Engagement, we address health disparities, respond to emerging challenges, and strengthen systems that support resilience. At DOH, we help reduce barriers, collaborate with diverse communities, and champion equitable health outcomes. We’re passionate people who are driven to make a difference in public health. Explore more about the Department of Health, our programs, and our impact by visiting our website.

What to Expect (Working Conditions):

The following describes the working conditions of this position, with or without reasonable accommodation.

Work Setting, Hazards, Tools and Equipment

This is a hybrid position with 1-2 days of onsite work each week at the DOH Town Center 1 location in Tumwater. When working onsite, you’ll primarily work in an office and cubicle environment, with extended periods of desk and computer work and time spent in meetings. The work environment may include frequent interruptions, conversations, and other typical office distractions. You’ll also regularly interact with employees, partners, and members of the public, including people who may be frustrated or upset. The DOH campus is a smoke-free, drug-free, alcohol-free, and scent-neutral environment. This position may also participate in public health emergency preparedness and response activities.

Schedule and Travel

You’ll typically work Monday through Friday, 8 a.m. to 5 p.m., with flexibility for an approved alternative schedule. This is a fast-paced role where you’ll manage multiple priorities, deadlines, interruptions, and changing needs throughout the day. Occasional work beyond 40 hours may be needed to meet critical deadlines or support public health emergency response activities. You’ll occasionally travel within Washington for meetings, conferences, and training.

Representation

This position is represented by the Washington Federation of State Employees (WFSE).

Equity, Diversity, and Inclusion

We regard diversity as the foundation of our strength, recognizing that differing insights and abilities enable us to reflect the unique needs of the communities we serve.

DOH is an equal-opportunity employer. We prohibit discrimination based on race/ethnicity/color, creed, sex, pregnancy, age, religion, national origin, marital status, the presence or perception of a disability, veteran’s status, military status, genetic information, sexual orientation, gender expression, or gender identity.

This recruitment may be used to fill additional positions in the same job classification across the agency. After the current position(s) are filled, the candidate pool may remain active for up to 60 days and may be considered for other vacancies.