Executive Assistant, CIO (AA 5) DOH9012

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 12 days per week.

The Opportunity

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

Youll 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 youll have a broad view of division priorities and play an important role in creating effective administrative processes that support the people and technology behind DOHs 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 $5000.
• 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 Youll Love This Role

• Youll work closely with executive leadership and have visibility into priorities and decisions across Technology Operations.
• Youll 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.
• Youll contribute to DOHs public health mission by helping leaders and teams stay organized connected and focused on the work that supports people throughout the state.

What you Bring

Youre 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. Youre 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 youll 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 its 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

Were nearly 2000 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. Were 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 12 days of onsite work each week at the DOH Town Center 1 location in Tumwater. When working onsite youll 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. Youll 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

Youll 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 youll 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. Youll occasionally travel within Washington for meetings conferences and training.

Representation

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

APPLICATION DIRECTIONS :

We encourage you to apply

If you meet the required qualifications for this position; we want to hear from you. Desired qualifications describe additional experience knowledge or skills that may be helpful in the role but they are not required to be considered for the position. We welcome applicants with different backgrounds experiences identities and perspectives.

To be considered you must complete the online application in full and submit all required materials. Incomplete applications or applications missing required materials will not be considered. When completing your application please include the following required materials:

• Cover letter: describing your qualifications for this specific position
• Resume: that details your applicable experience and education.
• Three (3) professional references: We require 3 professional references including at least one current or recent supervisor.

Veterans Preference : We value the experience and skill veterans bring to the workforce and encourage veterans transitioning service members and military spouses to apply. Eligible veterans may qualify for veterans preference in accordance with Washington State Law. If you are claiming veterans preference you must attach your applicable DD-214 documentation to your application. Please redact your social security number date of birth and any other sensitive information before uploading and attaching the document.

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 veterans status military status genetic information sexual orientation gender expression or gender identity.

Questions and Accommodations: If you have questions need assistance with the application process require an accommodation or would like to request this posting in an alternative format please contact Shawnelle Goalder at and reference DOH9004 .

Technical Support : Reach out to NEOGOV directly at 1- for technical support and login issues.

Supplemental Information

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.

To be considered please follow the application instructions and complete all required application materials. Information provided in your supplemental question responses including education and experience must be supported by your applicant profile.

Required Experience:

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