Administrative Assistant 4

Administrative Assistant 4

Monday - Friday | 8am – 5pm | Hybrid/Flexible

Union Represented | WFSE This position will remain open until filled. Interested applicants are encouraged to apply immediately. The hiring authority reserves the right to offer the position at any time after the standard 7-day posting period.

About OMWBE

The Washington State Office of Minority and Women's Business Enterprises (OMWBE) leads the state's efforts to ensure fair and equitable access to public contracting and procurement. As the sole state agency authorized to certify small minority – and women-owned business enterprises (M/WBEs), OMWBE administers a comprehensive program that includes business certification, small business support, and robust Supplier Diversity initiatives. We collaborate with state agencies, institutions of higher education, local and regional governments, and small diverse businesses to instill equitable and inclusive contracting and procurement policies and practices across the state of Washington, and lead the Governor's Subcabinet on Business Diversity. Our work ensures small businesses, and businesses owned by minorities, women, veterans, and other underrepresented communities secure more government contracts—strengthening local economies, enhancing community resilience, and improving the quality of life for all Washingtonians.

Our Purpose

To be a vital and trusted resource for small businesses owned by minorities, women, veterans, and other underrepresented communities—improving access, visibility, and opportunity in public contracting and procurement. We promote equity in Washington State spending by dismantling barriers to participation and advancing inclusive economic growth.

About this Opportunity

The Administrative Assistant 4 (AA4) position provides the tactical support needed to move operational programs and community partnerships forward. This role is defined by action, public-facing support, and programmatic readiness. The AA4 focuses on the "outward-facing" mission - ensuring that the units have the materials, schedules, and partner connections necessary to serve the public. OWMBE puts people first by centering on the lived experiences of the communities we serve. Their voices shape what we do and how we do it. Our Guiding Principles are for everyone – we are inclusive by design, and innovative for impact. The individual in this role is often the administrative face of the agency to community partners (Chambers, Collectives, and Outreach groups). The selected incumbent will be responsible for turning high-level program goals into tangible results by managing event logistics, coordinating outreach materials development and procurement, and maintaining the tactical calendars that keep service delivery on track. Success in this role means that the agency's programs are visible, professional, and effectively engaged with the community.

We are seeking a team member who aligns with our operating style of being focused, detail-oriented, and community-minded. The identified candidate will possess skills that support our guiding principles by using data responsibly, supporting our commitment to a Washington for All, - work in partnership by building lasting and sustainable community relationships, move with a purpose by looking for ways to ensure OWMBE is effective and responsive. Your work experience and knowledge in public contracting and procurement can be applied to building skills, tools, and knowledge, so our staff, partners, and communities can thrive together. If your core values align with OWMBE's Agency Pledge " To move with purpose, act with conviction, and uphold the promise of a Washington where public dollars build pathways to justice, resilience, and opportunity for all," then the Office of Minority and Women's Business Enterprises invites you to apply!

For the full job description, email the recruiter: Rachel Vaughan View email address on click.appcast.io.

Duties

Some of what you will enjoy doing:

Operational & Programmatic Support

• Serves as the primary administrative link for the Operations and Service Delivery units
• Directs the full administrative lifecycle for unit-level meetings
• Executes high-volume data entry and digital record maintenance
• Designs and maintains a centralized library of standardized templates, checklists, and reporting forms
• Organizes and audits the unit's SharePoint and Teams filing systems
• Monitors outstanding tasks generated during unit-level meetings

Outreach & Partner Support

• Acts as the primary administrative liaison for community partners
• Maintains the OMWBE Outreach and Agency Events calendar
• Oversees the inventory and distribution of agency outreach materials
• Manages inventory and availability of outreach flyers and promotional materials
• Drafts routine "Save the Date" notices and follow-up emails

Event Execution & Programmatic Support

• Provides primary support for agency events and in-person meetings
• Coordinates travel itineraries for Assistant Directors and program staff
• Facilitates the procurement of program-specific supplies

Other Duties as Assigned

• Performs additional responsibilities as needed
• Engages in special projects or collaborative efforts as assigned

Qualifications

Required Qualifications

Operational Program Support

• Knowledge of: Basic administrative procedures and the standard operational workflows of program-based units
• Ability to: Provide consistent and reliable administrative "lift" for service delivery teams, ensuring that unit-level documentation, filing, and routine workflows are maintained without backlog

Event & Outreach Logistics

• Skill in: The tactical execution of event planning, including venue coordination, registration tracking, and physical site setup/teardown
• Ability to: Manage the "on-the-ground" details of agency events, ensuring all logistical components are prepared and professional for attendees

Community Partner Coordination

• Knowledge of: Professional communication etiquette and the organizational structures of key community stakeholders (e.g., Chambers of Commerce, NAMC, AWMB)
• Ability to: Act as a responsive and helpful administrative liaison for external partners, facilitating meeting requests and ensuring consistent communication between the agency and the community

Inventory & Materials Stewardship

• Knowledge of: Basic inventory management practices for physical goods and promotional materials
• Ability to: Monitor stock levels of outreach "swag," flyers, and business cards; assemble professional outreach kits; and ensure that materials are organized and ready for field distribution

Tactical Multi-Calendar Management

• Skill in: Advanced use of Outlook to manage and synchronize diverse outreach, program, and project-specific calendars
• Ability to: Proactively identify and resolve scheduling overlaps across different program units to ensure that outreach efforts do not conflict with other agency priorities

Marketing Material Coordination & Brand Compliance

• Knowledge of: Agency branding standards and the internal workflows required to request, update, and approve public-facing materials
• Ability to: Act as the primary administrative liaison between the Communications team and operational units; ensure that all flyers, brochures, and digital assets are current, approved, and organized for programmatic use; and perform quality control checks to verify that materials meet brand requirements before they are distributed to the public

Programmatic Travel & Itinerary Planning

• Knowledge of: Standard state travel regulations and booking procedures
• Ability to: Create detailed and accurate travel itineraries for Assistant Directors and program staff, ensuring all bookings follow agency policy and align with the specific timing and logistical needs of field events

Customer Service & Public Engagement

• Skill in: Professional interpersonal communication and conflict de-escalation in public-facing settings
• Ability to: Represent the agency mission to the public with a helpful and welcoming demeanor, whether at an event registration desk, over the phone, or via email

Collaborative Unit Support

• Ability to: Work effectively as a tactical support resource under the guidance of multiple leads (e.g., EA, AA5, Assistant Directors, Program Supervisors). Must be able to pivot between different program needs while maintaining high attention to detail

Cultural Humility & Community Awareness

• Knowledge of: The diverse demographics served by the agency and inclusive communication best practices
• Ability to: Interact respectfully and authentically with a wide array of community organizations and individuals, ensuring that the agency's efforts are culturally accessible and welcoming

Required Competencies:

• Equity: We are catalysts for equitable change. This includes identifying and dismantling barriers that limit participation and opportunity for small businesses