Public-Facing Office & Guesthouse Assistant

Washington State Department of Ecology; Mount Vernon (WA); On-site; USD 42,000 - 60,000; Full time

Job summary

Washington State Department of Ecology in Mount Vernon is seeking a Padilla Bay Office Assistant (Administrative Assistant 2) to provide primary administrative and public-facing support for the Padilla Bay NERR.

The role coordinates front-office operations, guest and facility reservations, records, purchasing, communications, and logistics, serving approx 15 staff and engaging diverse visitors, volunteers, and partners.

Qualifications

• Experience independently organizing administrative workflows and records management.
• Calendar and reservation systems for meetings and lodging facilities.
• Professional, visitor-facing customer service with diverse audiences.
• Ability to prepare clear written material and reports; proficient with word processing and digital platforms.
• Experience supporting purchasing activities and tracking invoices.
• Ability to update website content in line with standards and policies.

Responsibilities

• Manage front office operations and daily workflows for the Padilla Bay Reserve.
• Provide professional, visitor-facing service; greet and assist the public and partners.
• Coordinate scheduling and reservations for conference rooms and facilities; track usage and report.
• Oversee reservations and logistics for the Padilla Bay Guesthouse; coordinate housekeeping.
• Support purchasing operations and fiscal procedures; track invoices and inventories.
• Maintain internal and external communications and triage inquiries.
• Maintain office filing systems; support public records requests.
• Develop administrative tools and templates; support staff communications.
• Update Padilla Bay website content; ensure accuracy and accessibility.
• Coordinate meetings for staff and the Director; provide onsite/offsite support.

Skills

Administrative Operations & Records Mg

Facility Scheduling & Logistics

Public-Facing Customer Service

Document & Communication Production

Purchasing & Invoice Tracking

Digital Content Maintenance

Education

Bachelors or higher in business/public administration or related field

Job description

Washington State Department of Ecology in Mount Vernon is seeking a Padilla Bay Office Assistant (Administrative Assistant 2) to provide primary administrative and public-facing support for the Padilla Bay NERR.

The role coordinates front-office operations, guest and facility reservations, records, purchasing, communications, and logistics, serving approx 15 staff and engaging diverse visitors, volunteers, and partners.