Executive Support Specialist

State-of-Washington-Office-of-the-State-Treasurer; Olympia (WA); Hybrid; USD 75,000 - 115,000; Full time

Benefits offered by this job

Flex spending accounts

Dependent care assistance

Deferred compensation

12 paid holidays

Paid vacation

Sick leave

Job summary

Office of the State Treasurer (OST) in Olympia, WA seeks an experienced Executive Support Specialist to serve as a trusted administrative partner to the Chief of Staff and agency teams. You will coordinate schedules, travel, meetings, and events, supporting executive priorities with discretion and efficiency.

The role requires exceptional organization, strong writing and communication skills, and the ability to work with diverse stakeholders.

Qualifications

• Progressively responsible experience providing administrative support.
• Experience supporting executive or senior-level management.
• Proficiency with Microsoft Office Suite and database systems.
• Experience supporting policy, legislative, communications, or public affairs functions.
• Ability to manage multiple priorities with discretion and confidentiality.

Responsibilities

• Manage the COS’s calendar, meetings, travel arrangements, records retention, and correspondence.
• Provide executive administrative support to the Chief of Staff's direct reports, including project management, calendar management, scheduling, and records retention.
• Draft, review, edit and format business correspondence, presentations, briefing materials, and official communications.
• Maintain confidentiality when handling sensitive or privileged information.
• Anticipate scheduling conflicts, monitor deadlines, prepare materials in advance, and proactively identify solutions to support executive priorities.
• Serve as an integral member of the Executive Office administrative team, partnering closely with the Treasurer's Executive Assistant and the COO's Executive Support Specialist to provide seamless executive support.
• Coordinate and track special projects and initiatives on behalf of the COS, and direct reports, by developing project plans and monitoring deadlines, priorities, and action items.
• Through scheduling, reception, and constituent service duties, serve as a liaison between the office and the public, Legislature, external agencies, and stakeholders.
• During the Legislative session, provide increased support to the COS staff, by scheduling, tracking legislation/bills, and monitoring committee hearings.
• Provide back-up support for travel and expense management for the team.
• Prepare and submit quarterly Public Disclosure Commission (PDC) L5 Lobbying Reports, ensuring complete and accurate data collection and timely submission.
• Provide back-up front desk coverage, greeting visitors, answering phones, and managing general inquiries on scheduled in-office days and during absences of other front office staff.
• Support records management and public records request activities and ensure compliance with state requirements.

Skills

Executive support

Calendar management

Travel arrangements

Records retention

Policy coordination

Drafting correspondence

Public records requests

Microsoft Office

Tools

Microsoft Office

Database systems

Job description

About Us:

The Washington State Treasurer's Office manages and safeguards public funds while supporting the financial health of Washington's communities. Our work helps fund critical public services and infrastructure that benefit people across the state.

We are a team of dedicated professionals committed to integrity, innovation, collaboration, and public service. We value diverse perspectives, continuous learning, and creating an inclusive workplace where employees can grow and make a meaningful impact.

If you're looking for a career with purpose, challenge, and the opportunity to serve Washingtonians, we invite you to join our team.

Why Join OST:

At OST, you’ll be part of a collaborative, mission-driven team that plays a vital role in promoting the financial health and well-being of Washington State. We value professionalism, innovation, and commitment to public service. Every member of our team contributes to work that has a meaningful impact across state government and our communities.

Opportunity:

The Office of the State Treasurer (OST) is seeking a highly motivated and experienced Executive Support Specialist to serve as a trusted administrative partner to the Chief of Staff and the agency's policy, legislative, communications, and community outreach teams. This position is central to the success of the team and provides executive operations support by coordinating schedules, meetings, travel, and events. In addition to supporting the Chief of Staff and their direct reports, you will play a key role in the scheduling, logistics and advanced work for the State Treasurer, helping prepare for travel, statewide meetings, legislative activities, public presentations, and community engagement.

Success in this role requires exceptional organizational skills, discretion, attention to detail, sound judgment, and the ability to build strong working relationships across the agency and with external partners.

Executive Support

• Manage the COS’s calendar, meetings, travel arrangements, records retention, and correspondence.
• Provide executive administrative support to the Chief of Staff's direct reports, including project management, calendar management, scheduling, and records retention.
• Draft, review, edit and format business correspondence, presentations, briefing materials, and official communications.
• Maintain confidentiality when handling sensitive or privileged information.
• Anticipate scheduling conflicts, monitor deadlines, prepare materials in advance, and proactively identify solutions to support executive priorities.
• Serve as an integral member of the Executive Office administrative team, partnering closely with the Treasurer's Executive Assistant and the COO's Executive Support Specialist to provide seamless executive support.

Operations & Project Coordination

• Together with the Executive Assistant and the legislative, policy, outreach, and communications teams, take an active role in scheduling and preparing the Treasurer for meetings, presentations, legislative activities, public events, and speaking engagements.
• Coordinate and track special projects and initiatives on behalf of the COS, and direct reports, by developing project plans and monitoring deadlines, priorities, and action items, ensuring timely follow-through and completion.
• Through scheduling, reception, and constituent service duties, serve as a liaison between the office and the public, Legislature, external agencies, and stakeholders. These activities increase during the legislative session.
• During the Legislative session, provide increased support to the COS staff, by scheduling, tracking legislation/bills, and monitoring committee hearings.
• Provide back-up support for travel and expense management for the team.

Agency Administration & Compliance

• Prepare and submit quarterly Public Disclosure Commission (PDC) L5 Lobbying Reports, ensuring complete and accurate data collection and timely submission.
• Provide back-up front desk coverage, greeting visitors, answering phones, and managing general inquiries on scheduled in-office days and during absences of other front office staff.
• Support records management and public records request activities and ensure compliance with state requirements.

Successful candidates will demonstrate the following competencies:

Accountability – Takes personal responsibility for the quality, accuracy, and timeliness of work while consistently delivering reliable results.

Communication – Communicates clearly, professionally, and effectively, both verbally and in writing, adapting messages to meet the needs of diverse audiences.

Customer Focus – Builds and maintains positive relationships with internal and external partners while providing responsive, high-quality service.

Ethics and Integrity – Demonstrates professionalism, discretion, and sound judgment while maintaining confidentiality and earning the trust of colleagues, leadership, and stakeholders.

Initiative and Judgment – Anticipates needs, identifies potential issues before they arise, exercises sound judgment, and develops practical solutions in a dynamic executive environment.

Organization and Adaptability – Effectively manages multiple priorities, adjusts to changing demands, and remains composed while supporting executive leadership in a fast-paced environment.

Collaboration and Inclusiveness – Builds productive relationships across teams and values diverse perspectives to support a respectful, inclusive workplace and strong partnerships with stakeholders.

Knowledge and Abilities

Knowledge of:

• Executive office practices and administrative procedures.
• Business writing and professional correspondence.
• Microsoft Office products and other business technology tools.
• Records management and retention requirements.
• Legislative processes and state government operations (preferred).

Ability to:

• Provide support to diverse professionals, tailoring that support to meet the unique objectives of each professional’s business portfolio.
• Communicate effectively, both orally and in writing.
• Maintain confidentiality while handling sensitive information.
• Build and maintain effective working relationships with colleagues, agency leadership, elected officials, and external stakeholders.
• Work independently with minimal supervision while exercising sound judgment and managing competing priorities.
• Learn and adapt to emerging technologies that improve efficiency and service delivery.

Progressively responsible experience providing administrative support.

Demonstrated experience supporting executive or senior-level management.

Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and database systems.

Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines.

Excellent written and verbal communication skills.

Demonstrated ability to maintain confidentiality and exercise discretion in handling sensitive information.

Desired Qualifications

• Experience supporting policy, legislative, communications, or public affairs functions.
• Experience working for an elected official.
• Experience working in Washington State government or another public-sector environment.
• Experience with records management, including compliance with public records requests, records retention, and archiving requirements.
• Familiarity with state government administrative and fiscal procedures.
• Familiarity with emerging productivity technologies, including AI-assisted workplace tools, and an interest in identifying appropriate opportunities to improve administrative efficiency.

Benefits: Washington State offers a competitive benefits package. Beyond the traditional benefits such as health insurance, life insurance and retirement benefits, we offer flex spending accounts, dependent care assistance, deferred compensation, 12 paid holidays, paid vacation, and sick leave.

Location:This position is based in Olympia, Washington, with offices located in the Legislative Building on the Capitol Campus.

In-Office Expectations:Employees may be required to work onsite fulltime during the initial onboarding and training period, which may last up to six months. Following training, the onsite work schedule will be based on business and operational needs. Because this role provides direct support to the Chief of Staff, regular onsite presence is expected whenever the Chief of Staff and their teams are working in the office. This position also provides backup coverage for front office reception staff as needed. Flexible scheduling and remote work options may be available when consistent with agency business needs.

Equal Employment Opportunity (EEOC): OST is an equal opportunity employer committed to providing a workplace free from discrimination and harassment. OST provides equal access and opportunity to anyone who qualifies regardless of immigration status, race, color, religion, national origin, sex (including pregnancy and related conditions, sexual orientation, or gender identity), age (40 and older), disability, genetic information (including employer requests for, or purchase, use, or disclosure of genetic tests, genetic services, or family medical history) retaliation for filing a charge, reasonably opposing discrimination, or participating in a discrimination lawsuit, investigation, or proceeding.

Background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the candidates' suitability and competence to perform in the position.