Executive Assistant (Administrative Assistant 5)

Keeping Washington Clean and Evergreen

The Communications Office is excited  to hire an Executive Assistant (Administrative Assistant 5).

The Office provides clear and timely communications that explains the work Ecology does and why it matters. We are a creative, fun, techy, high-energy team. We respond to breaking news and handle emerging issues. We answer about 1,000 media interviews annually; organize upwards of a dozen employee events each year; and are prepared to respond to an emergency at moment’s notice. The Executive Assistant helps keep us on track, organized, and at our best. They are a vital member of the team. 

Location:

• Headquarters Office in Lacey, WA.
• Upon hire, you must live within a commutable distance from the duty station.

Schedule: 

• This position is eligible for telework and flexible schedule options.
• You may telework part of the time with about 3 days of in-office work per week. You come to the office when the Communication Director is in the office, and when other key communication team members and executive leaders/assistants are in. It could be less or more each week; depends on work and schedules.
• Schedules are dependent upon position needs and are subject to change.

Application Timeline: 

• Applications due by May 27, 2025. First review of applications will begin May 28.
• This position will remain open until filled. The agency reserves the right to make a hire at any time after the application review begins. Applications received after May 27 may not be considered.

Duties

What makes this role unique? 

In this role, you will serve as the Executive Assistant to the Communications Director. You will provide logistical and strategic support that benefits the Office and helps advance its goals. In addition, you will work in partnership with the executive wing to support the Director’s Office and high-profile agency events and priorities. You will work with a wide array of people, programs and offices to accomplish work and advance priorities.

 
 What you will do: 

• Serve as the principal, confidential assistant to the Communications Director.
• Provide administration support to the Communications Office.
• Forecast and track Communications Office budget and expenditures.
• Manage website customer correspondence.
• Manage daily news media summaries, contact information and databases, and news clips.
• Help plan, organize and coordinate team meetings and agency events.
• Participate in Communications Office’s leadership meetings. Anticipate needs, support the team, and strategize next steps.
• Proactively manage email and schedules, highlighting priorities.

Qualifications

Required Qualifications:
Years of required experience indicated below are full-time equivalent years. Full-time equivalent experience means that any experience where working hours were less than 40 hours per week will be prorated in order to meet the equivalency of full-time. We would calculate this by looking at the total hours worked per week, divide this by 40, and then multiply by the total number of months worked. Examples of the proration calculations are:
 

• 30 hours worked per week for 20 months: (30/40) x 20 months = 15 months full-time equivalent
• 20 hours worked per week for 12 months: (20/40) x 12 months = 6 months full-time equivalent

Experience for both required and desired qualifications can be gained through various combinations of formal professional employment, education, and volunteer experience. See below for how you may qualify.

 

A total of 6 years of experience and/or education as described below:

• Experience in clerical, secretarial, bookkeeping, accounting, or general administrative office work experience or supervisory experience.
• Education: involving a major study in business administration, public administration or closely allied field.

All experience and education combinations that meet the requirements for this position:

 

Possible Combinations

College credits or degree - as listed above

Years of required experience - as listed above

Combination 1

No college credits or degree

6 years of experience

Combination 2

30-59 semester or 45-89 quarter college credits

5 years of experience
 

Combination 3

60-89 semester or 90-134 quarter college credits (AA degree)

4 years of experience
 

Combination 4

90-119 semester or 135-179 quarter college credits

3 years of experience
 

Combination 5 

A Bachelor's Degree

2 years of experience
 

OR

One (1) year as an Administrative Assistant 4.

OR

Two (2) years as an Administrative Assistant 3.

Desired Qualifications:

We highly encourage you to apply even if you do not have some (or all) of the desired experience below.

 

• Experience supporting executives or high-level leaders.
• Demonstrated ability to meet multiple, competing deadlines within tight time constraints.
• Proficient with mobile and virtual technology to support event planning and facilitation.
• Proficient with Word, Excel, SharePoint, Outlook, MS Teams and other applications.
• Experience providing customer service to internal and external customers.
• Strong writing and editing skills.
• Knowledge of state and local government agency organization, operations, and budgeting and administrative processes.

Note: Having some (or all) of this desired experience may make your application more competitive in a highly competitive applicant pool.

Supplemental Information

Our Commitment to Diversity, Equity, Inclusion and Respect (DEIR)

We believe DEIR is both a goal and an action. We are on a journey, honoring our shared humanity and taking steps to demonstrate our commitment to a vision where each of us is heard, seen, and valued.

Application Process

Ecology seeks diverse applicants: We view diversity, equity, inclusion, and respect through a broad lens including race, ethnicity, class, age, religion, sexual orientation, gender identity, immigration status, military background, language, education, life experience, physical disability, neurodiversity, and intersectional identities. Qualified job seekers from all backgrounds are encouraged to apply.

How to Apply

Click “Apply” at the top of this page. Complete the entire application, including full work history and responses to all supplemental questions, and attach:

• Cover letter, describing your interest in and qualifications for this position
• Resume

Because we base our selection on the information you provide, it is in your best interest to complete the application thoroughly. A resume will not substitute for the “work experience” section of the application or vice versa. Applications with blank fields or supplemental question responses with comments such as “see resume” may be considered incomplete.

For detailed application information, please visit our Recruitment website.

Application Attestation: By submitting an application, you are affirming that the information contained in your application and on all attachments is complete and truthful. The state may verify this information, and any false or misleading answers may result in rejection of your application or dismissal if employed.

Need an Accommodation?

If you need reasonable accommodation during the application and/or screening process, including this job announcement in an alternate format:

• Please contact us at 360-407-6186 or careers@ecy.wa.gov
• If you are deaf or hard of hearing, you may call through the Washington Relay Service by dialing 711 or 1-800-833-6384.

Questions?

• For specific questions about the position location options, schedule, or duties, please contact Communications Director (and hiring manager) Dustin Terpening at: Dustin.Terpening@ecy.wa.gov.
• If you need assistance applying for this job, are inquiring about the status of your application, would like to request the full position description, or have any other questions, please contact the Recruitment Team at careers@ecy.wa.gov

About the Communications Office

The mission of the Communications Office is to provide critical support to agency leaders and employees through news media, social media, website content, public information and events.

About the Department of Ecology

As the State of Washington’s environmental protection agency, we are deeply committed to protecting, preserving, and enhancing Washington’s environment for current and future generations. Joining Ecology means becoming part of a team dedicated to protecting and sustaining healthy land, air, water, and climate in harmony with a strong economy. A career in public service at Ecology allows you to help solve some of the most challenging problems facing our state, while keeping your health and financial security a priority. We combine one of the most competitive benefits packages in the nation with a strong commitment to life/work balance. We invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism, and accountability.

Ecology employees may be eligible for the following: Medical/Dental/Vision for employee & dependent(s), Public Employees Retirement System (PERS), Vacation, Sick, and other Leave*, 11 Paid Holidays per year*, Public Service Loan Forgiveness, Tuition Waiver, Long Term Disability & Life Insurance, Deferred Compensation Programs, Dependent Care Assistance Program (DCAP), Flexible Spending Arrangement (FSA), Employee Assistance Program, Commute Trip Reduction Incentives(Download PDF reader), Combined Fund Drive, SmartHealth *Click here for more information

To learn more about Ecology, please visit our website, explore Working at Ecology, check out our Strategic Plan, and connect with us on LinkedIn, Facebook, Instagram, YouTube, or our blog.

Equal Opportunity Employer: The Washington State Department of Ecology 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, military spouses or people with military status, and people of all sexual orientations and gender identities are encouraged to apply.

Note: This recruitment may be used to fill other positions of the same job classification across the agency.