Executive Assistant - Technology Services Division

Title: Executive Assistant - Technology Services Division

Location: Tumwater United States

Job Description:

Salary

$70,992.00 - $88,344.00 Annually

Location 

Thurston County – Tumwater, WA

Job Type

Full Time - Permanent

Remote Employment

Flexible/Hybrid

Job Number

25DOT-HQ-0E005

Department

Dept. of Transportation

Division

Headquarters

Description

About WSDOT

The Washington State Department of Transportation (WSDOT) is a multimodal agency with a global reputation for excellence. Our dedicated workforce plans, designs, builds, and operates an integrated transportation system that safely and efficiently moves people and goods throughout the state. In addition to maintaining over 20,000 lane miles of state highway and 4,100 bridges, WSDOT manages the world's longest floating bridge, leads an award-winning Active Transportation Plan, holds the record for the world’s widest tunneling project, and operates the largest ferry system in the nation!

 

The Opportunity

WSDOT is currently seeking an Executive Assistant based out of Tumwater, WA to support the Chief Information Officer (CIO) and the Director of the Technology Services Division (TSD), a division of approximately 245 staff. This detail-oriented position provides executive administrative support to the CIO and is assigned responsibility to perform various administrative tasks, make decisions and act on administrative issues on behalf of the CIO in support of the WSDOT Technology Enterprise Vision and Mission. This position directly impacts the CIO’s ability to manage and coordinate activities that accomplish the agency's mission. In accordance with any specific guidance set forth by the CIO, the incumbent operates at the highest level of independence and requires an equally high level of judgment, ethical and professional behavior, and achievement of performance goals.

 

What to Expect

Among the varied range of responsibilities held within this role, the Executive Assistant – TSD will:

• Serve as the primary administrative liaison for the CIO, provide limited support for the Deputy CIO, representing the office with professionalism and discretion in interactions with internal staff, state agencies, and external partners; maintain confidentiality and exercise sound judgment in all communications and decision-making.
• Independently manage the CIO’s dynamic calendar, scheduling and coordinating meetings with individuals and groups, including virtual and hybrid formats; ensure timely preparation of agendas, materials, and follow-up documentation.
• Draft, review, and process official correspondence for the CIO’s signature, ensuring clarity, accuracy, and adherence to agency standards.
• Arrange travel plans, event registrations, and accommodations for the CIO; prepare and reconcile travel expense vouchers in compliance with state policies.
• Supervise one administrative staff at the TSD front desk, overseeing daily operations, timesheet and payroll management, scheduling, training, and performance evaluations.
• Organize and support internal events led by the CIO & Deputy CIO, including monthly town halls, seasonal celebrations (e.g., summer picnic, holiday gatherings), the TSD Annual Summit, and quarterly or annual executive strategic meetings.
• Maintain organized and accessible filing systems and records in both digital and physical formats, ensuring compliance with records retention schedules and accessibility standards.

 

Qualifications

To be considered for this opportunity, the following competencies are required:

Executive-Level Administrative Support

• Demonstrated ability to provide professional-level support to senior managers or executives, including managing complex calendars, coordinating logistics, preparing correspondence, and ensuring smooth office operations.
• Proven track record of independently handling sensitive and confidential information with discretion, professionalism, and sound judgment.

Government and Organizational Knowledge

• Understanding of government organizational structures, administrative procedures, and agency operations.
• Familiarity with state and agency functional and personnel policies, including travel, procurement, and records management.

Communication, Interpersonal Effectiveness and Technical Proficiency

• Strong written communication skills, with experience drafting, editing, and proofreading professional correspondence and documents.
• Ability to communicate effectively with internal and external stakeholders, adapting tone and style to diverse audiences.
• Advanced proficiency with Microsoft Office Suite (Outlook, Teams, Word, Excel, SharePoint, PowerPoint, Publisher, and Visio) and web-based communication/document management tools.
• Ability to leverage AI-powered platforms (e.g., Microsoft Copilot, ChatGPT) to enhance productivity, streamline workflows, and support decision-making.

Organizational and Time Management Skills

• Skilled in prioritizing and managing multiple deadlines in a fast-paced environment while adapting to shifting priorities.
• Demonstrated ability to stay focused, manage interruptions, and return quickly to critical tasks.

Professionalism and Ethical Judgment

• High level of integrity, confidentiality, and ethical decision-making in handling sensitive and high-stakes information.
• Demonstrated commitment to professionalism, accountability, and quality in all work outputs.

 

It is preferred that qualified candidates also have:

• Associate’s degree or higher in business administration, public administration, or a related field.
• Experience supporting executive leadership in a public sector, government, or large organizational environment.
• Experience coordinating or supporting internal events such as town halls, summits, or leadership retreats.
• Exposure to performance management tracking or liaison work with Human Resources.

Important Notes 

• This recruitment may also be used to fill additional positions per business needs.
• This position is based at WSDOT’s centralized headquarters or ELG building in Tumwater, WA, but offers flexible/hybrid remote work options.
• Occasional travel is required to other WSDOT sites within headquarters and across regional offices. This may include day trips and occasional overnight travel for conferences, training, off-site leadership events, or trade shows.
• In addition to base salary, employees may be entitled to other forms of compensation depending on the type, duties, or location of the position. For union-represented positions, more information on other forms of compensation can be found in the applicable Collective Bargaining Agreements. Information on other compensation types for non-represented positions can be found in Chapter 357-28 of the Washington Administrative Code. 
• WSDOT does not use the E-Verify system, therefore we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit www.uscis.gov.

Why WSDOT 

• Work-Life Balance – We are committed to ensure that our staff experience the reward of public service, while also sustaining a routine that suits each individuals’ lifestyle. As such, there are a number of flexible schedule options available, including telework options for eligible positions.  
• Paid Leave – In addition to 12 paid holidays, full-time employees may earn up to 25 paid vacation days per year!
• Tuition Assistance – Permanent employees have several options for assistance with education expenses, including tuition reimbursement programs, government discounts at participating colleges throughout the state, and eligibility for federal student loan forgiveness.  
• Plan For Your Future – WSDOT offers a comprehensive benefits package that includes a variety of healthcare options. Employees also have their choice of state retirement programs, and much more. Go to State Benefits for more information. 

Check out this video to learn more: Why WSDOT?

How to Apply

Applications for this recruitment will be accepted electronically. Your relevant experience may be evaluated to determine salary. Therefore, it is very important that the “Work Experience” portion of the application be completed in as much detail as possible. 

In order to be considered for this opportunity, please include the following with your online application:

• An attached Resume outlining (in reverse chronological order) your experience to date.
• An attached Cover Letter that further explains your qualifications and indicates why you believe you are a viable candidate for this role.
• Contact details for a minimum three (3) individuals who can attest to your work performance, technical skills, and job-related competencies. This information can be entered in the “References” section of the online application; does not require an additional attachment. 

Please click the "APPLY" button to proceed. Note that you will be prompted to either sign in or create an account. This step is required in order to submit an application to this opportunity.

WSDOT is an equal opportunity employer. We value the importance of creating an environment in which all employees can feel respected, included, and empowered to bring unique ideas to the agency. Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace. All persons, regardless of race, ethnicity, age, veteran status, sexual orientation, and/ or gender identity, are encouraged to apply. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact the listed Recruiter.

WSDOT does not use the E-Verify system, therefore we are not eligible to extend STEM Optional Practical Training (OPT).