Confidential Secretary

Confidential Secretary

Keeping Washington Clean and Evergreen

The Department of Ecology is hiring a Confidential Secretary within the Executive Leadership 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.
• A minimum of four days per week is required in the office.
• Schedules are dependent upon position needs and are subject to change.

Application Timeline:

• Apply by June 11, 2026
• Applications submitted after the date above may not be reviewed unless additional qualified applicants are needed.

As the Confidential Secretary to the Deputy Director of Policy and Operations, you will manage the daily operations, coordinate strategic and administrative activities across the Executive Leadership Team, and serve as a primary liaison for internal and external business partners. You will ensure the Deputy Director is well-prepared, well-briefed, and supported in achieving the agency's policy and operational priorities.

You will also provide back-up support to the Director, Deputy Director for Environmental Programs, and other managers whose work intersects with this office. This role is central to ensuring the smooth functioning of high-level decision-making and agency operations.

Why You'll Love This Role

This is a unique opportunity to contribute directly to Ecology's mission by supporting some of the agency's highest-impact work. In this role, you will:

• Work closely with executive leadership and observe firsthand how environmental policy, operations, and decision-making come together.
• Build strong relationships across the agency and with partner organizations.
• Make a meaningful difference by helping people stay connected, informed, and supported.
• Improve systems and processes that strengthen how the agency functions.
• Enjoy a role where every day is different, and where your ideas, organization, and judgment truly matter.
• Join a supportive culture that values collaboration, inclusion, and professional growth.

If you enjoy helping others succeed, bringing calm and clarity to complex situations, and being the person everyone trusts to get things done, this position offers a rewarding and purpose-driven career path.

Who We Are Looking For

The ideal candidate is a proactive relationship-builder, an exceptional communicator, and an expert at managing complex and dynamic work in a fast-paced environment. This position requires exceptional judgment, attention to detail, professionalism, tact, and the ability to maintain confidentiality at all times. If that sounds like you, apply to join the team today!

Key Responsibilities:

Executive Support

• Manage the Deputy Director's schedule, travel, meetings, and correspondence.
• Prioritize requests for the Deputy Director's time and ensure the right information is available for decisions and meetings.
• Prepare and review correspondence and documents for accuracy and completeness.
• Maintain confidentiality and keep the Deputy Director informed of important matters.

Coordination and Communication

• Serve as a liaison for employees, regional offices, program staff, partner agencies, and business partners.
• Help organize briefing materials and gather background information for upcoming work.
• Support coordination of policy, rulemaking, and agency-wide initiatives.

Administrative Processes

• Support procurement, contracting, travel, and Human Resources paperwork processes, ensuring correct routing and documentation.
• Assist with onboarding improvements and administrative coordination across the agency.
• Help develop and manage annual out-of-state travel plans.

Legislative and Rules Support

• Work with the Government Relations Office and regional staff during legislative session.
• Support Public Disclosure Commission reporting reminders and compliance.
• Assist Rules staff with scheduling and preparation of rulemaking materials.

Administrative Leadership Support

• Collaborate with the Senior Administrative Leadership Team (SALT) to standardize processes and strengthen administrative networks.
• Assist with planning and hosting agency-wide administrative trainings and events.

SharePoint Management

• Manage the Deputy Director's SharePoint sites, including permissions, structure, and content updates.
• Support records management, version control, and content lifecycle needs.

Required Qualifications:

• Seven years of experience and/or education related to the duties of the position, which includes the following:
• Confidentiality and Informed Decision-Making Proven track record safeguarding sensitive and confidential information using sound judgment to support timely and appropriate management decisions.
• Relationship Building and Collaboration Demonstrated ability to develop strong relationships and work collaboratively across teams to support the Deputy Director's priorities.
• Clear and Respectful Communication Demonstrated ability to communicate clearly and respectfully to ensure effective interactions with internal and external business partners.
• Executive Support, Time, and Priority Management Demonstrated experience managing complex schedules, coordinating information flow, and serving as a key liaison on behalf of the Deputy Director. Effectively and proactively organizes, prioritizes, and responds to multiple requests in a fast-paced environment to ensure timely decision-making and support of executive operations.
• Executive Calendar and Schedule Management Demonstrated track record managing and optimizing the Deputy Director's calendar using Microsoft Outlook and Teams to ensure efficient scheduling, effective meeting management, working to foresee and minimize conflicts with time sensitive, complex, and competing priorities.
• Advanced Outlook Optimization Ability to use Outlook features beyond basic schedulingsuch as rule creation, delegated mailbox management, or schedule analyticsto support executive workload forecasting.
• Document and Correspondence Management Demonstrated experience creating, reviewing, and editing management-level correspondence (including presentation development) for Deputy Director approval.
• Procurement, Contract, Travel, and HR Process Coordination Proven track record navigating procurement, contracting, travel authorization, and HR workflows to ensure documents move through required approvals accurately and efficiently.
• Information Gathering and Synthesis Demonstrated ability to collect, evaluate, and summarize key information to support Deputy Director briefings and responses, while ensuring completeness and accuracy.
• SharePoint Site Management Demonstrated experience designing, updating, and managing SharePoint pages to support effective content management and secure information sharing.
• Education involving a major study in business administration, public administration or closely allied field.

Examples of how to qualify:

• 7 years of experience.
• 6 years of experience AND 30-59 semester or 45-89 quarter college credits.
• 5 years of experience AND 60-89 semester or 90-134 quarter college credits (Associate's degree).
• 4 years of experience AND 90-119 semester or 135-179 quarter college credits.
• 3 years of experience AND a Bachelor's degree or higher.

Desired Qualifications:

• Government Organization and Administrative Procedures Experience and in-depth knowledge of government organization and administrative procedures, including signature and approval processes for executive level authority.
• Event Facilitation Ability to support the moderation or facilitation of workshops, conferences, or administrative events to maintain engagement and productivity.
• Advanced SharePoint Development Ability to create workflows, automate tasks, or build more complex site functionalities to streamline administrative operations.
• Intercultural Communication Ability to work effectively with people from a variety of cultural backgrounds to enhance inclusivity in agency interactions.
• Process Improvement and Risk Awareness Ability to identify workflow gaps and recommend improvements to reduce risk and create more efficient, consistent administrative processes across the agency.
• Change Management Awareness