Executive Assistant

Description

Application Review will begin on January 27, 2025, and you are encouraged to submit your application materials as soon as possible. The hiring manager reserves the right to close the posting at any time. The first interviews will begin February 5-7, 2025.

Gambling Commission Career Opportunity

The Gambling Commission’s Director’s Office is looking for someone to join the team as an Executive Assistant.

This hybrid position is in our Headquarters Office in Lacey, WA and is eligible to split work between Lacey and a home office. You should live within a commutable distance to our Lacey office for in-person meetings and work activities. Our Lacey office is within walking distance of the transit center, grocery store, restaurants, and other services. Our building is adjacent to a park hosting many festivals and activities throughout the year.

This position provides primary administrative support to the Executive Director, Commissioners, and agency employees, directly impacting their ability to complete activities that accomplish the agency’s mission. This position works independently on behalf of the Director to facilitate the day-to-day operations of the Director’s office. This position must take the initiative to plan tactically and strategically. In addition to working with internal staff and our Commissioners, this position must interact and work successfully with people with diverse interests; this includes working with federal, Tribal, and state officials, representatives, and legislators as well as licensees and the public.

Who We Are:

Our mission is to protect the public by ensuring that gambling is legal and honest. The Gambling Commission (Download PDF reader) is a state accredited, limited-jurisdiction law enforcement agency and is the second oldest gambling regulatory agency in the country. We are the only statewide agency that licenses and regulates an estimated $3.5 billion gambling industry.

Why Join Our Team

The Gambling Commission is committed to recruiting and retaining top-notch employees. Our managers are committed to offering flexible schedules and telework options for many positions. We value and support an inclusive work environment where our staff are seen and heard.

As a Washington state agency, we offer:

• 12 paid holidays per year
• 14-25 days of paid vacation per calendar year – amount earned depends on length of employment
• 8 hours of sick leave each month
• Public Service Loan Forgiveness Eligibility.
• A great benefits package that includes health care coverage, dental, vison, short-term and long-term disability, life insurance, a retirement plan, and more.
• Professional development opportunities, including opportunities for tuition reimbursement.

Duties

Acts as the Director’s Liaison:

• Convey the Director’s direction and instructions to agency employees. Provide regular reminders to employees and maintain a detailed tracking system to ensure deadlines are met.
• Represent the Director at internal and external meetings.
• Serve as the Director’s liaison for constituents, other government agencies, and other collaborating parties. Communicate for the Director within the agency and to other governmental agencies, representing the Director in inter-agency workgroups and projects.
• Assist the Director in planning, leading, organizing, and directing the work performed by the agency staff so that agency operations are as efficient as possible.

Administrative Support and Records Custodian:

• Interpret Washington Administrative Code, Revised Codes of Washington, and agency policies and procedures for internal and external customers.
• Responsible for logistical support of the monthly public commission meetings, including finding and negotiating contracts for meeting locations, creating agendas, assembling and publishing all meeting materials, meeting operations, determining and providing equipment necessary for the meeting, handling transportation, timely publishing meeting notices and distributing meeting materials, and maintaining all applicable official records. Must be engaged to understand the topic areas of the meeting to track issues and ensure follow-up items are timely addressed.
• Maintain designated areas of the agency’s internal and external websites.
• Serves as records custodian for the Director’s office, Commissioners, and administrative Unit, managing collection and records governance best practices.
• Prepare various reports and file them on behalf of the Director and the Commissioners.
• Manage and evaluate all communication that comes through or is made available to the Director’s Office and responds accordingly.

Special Projects and Oversee Agency Programs

• Take on and manage projects for the Director such as research, new policy development, cross-program coordination, meeting and other event planning, and other assignments.
• Oversee the agency’s programs related to: Strategic Plan accomplishments and Commute Trip Reduction.

Manage Director’s office and Commissioner’s budget

• Manage Director’s and Commissioner’s budgets.
• Research and reserve facilities, accommodations, and transportation for business travel and meetings.

Qualifications

Required Education and Experience:

• Provided administrative support to a senior level manager or executive (Washington Management Service Band 3 manager or higher or equivalent). The support must have included:
  • Composing, editing, and proofreading professional communication materials for executive level signature,
  • Representing the executive at internal and external meetings,
  • Overseeing programs,
  • Coordinating meetings, and
  • Coordinating policy matters within the organization.
• Exceptional administrative support skills.
• An adaptable and well-organized professional with high attention to detail and experience supporting multiple work units with competing deadlines and priorities.
• A proactive and self-sufficient professional who is comfortable working in a hybrid environment.
• Maintain confidentiality, demonstrate professionalism and integrity.

• Ability to develop and sustain respectful professional relationships with a diverse community.
• Outstanding customer service and people skills, including the ability to communicate effectively in person, by email, and by telephone.
• Ability to prioritize tasks, handle short deadlines, work on multiple tasks/projects simultaneously, and work independently, as well as part of a team in a collaborative environment.
• Ability to grasp the big picture as well as accurately follow through on details.
• Proficient use of Microsoft TEAMS, Word, Outlook, Excel, and the Internet.
• Excellent writing and proofreading skills.
• Ensure assignments are completed within timeframes.

In addition, we may give preference to candidates who have:

• General knowledge of RCW 9.46; WAC 230; Tribal-State Compacts; and agency policy.
• Previous experience supporting a board or commission.
• Knowledge of state and local government agency organization, operations, and budgeting and administrative processes.
• Advanced level of proficiency in Microsoft TEAMS, Word, and Outlook.
• Intermediate level of proficiency in Excel, PowerPoint, OneDrive, and SharePoint.
• Demonstrated ability to retain records in accordance with agency and state records retention schedules.
• Experience organizing and supporting public meetings with government officials and assisting with the preparation of monthly meeting materials.
• Demonstrated ability to analyze and solve problems under highly stressful or adverse situations.
• Demonstrated ability to work and make decisions independently.
• Ability to lead others, gain cooperation, and build/maintain trust.
• Ability to identify available resources and conduct thorough and extensive research, track and follow timelines.
• Demonstrated ability to build and maintain effective internal and external working relationships.
• Demonstrated competence and applied professionalism to speak on behalf of the Director.

Supplemental Information

This position is located in Lacey, WA and is eligible for hybrid work (working some days in the office, some days from home).

HOW TO APPLY

Interested? We would love to hear from you. Click the Apply button at the top of this page to start your application. In your submission, please include the following:

• A complete application. Applications that do not provide work history detail or say “see resume” may not be reviewed.
• A cover letter that addresses your interest in the position and how experience has equipped you for success in this role.
• A résumé
• Three professional references with contact information, provided either in your application or as an attachment. A professional reference is defined as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies. If you do not have sufficient professional references, please include non-related professionals, such as educators or other professional associates.

Note: Incomplete applications may disqualify you from eligibility for the position. You must ensure all application areas, including supplemental questions and attachments, are completed in full.

The Washington State Gambling Commission is a licensing, regulatory, and law enforcement agency. Applicants must be willing to undergo and be able to pass an extensive background investigation, which includes a criminal history check, credit check and fingerprinting. Information obtained from background checks will not necessarily preclude employment. If hired, employees must adhere to agency policy of prohibiting employees from serving as officers or managers of any corporation or organization that conducts a lottery or gambling activity. Employees may not gamble in any gambling licensed activities in the state of Washington.

The Washington State Gambling Commission is an equal opportunity employer. Individuals with disabilities needing assistance in the application process or need this job announcement in an alternative format should provide contact information via email to recruitment@wsgc.wa.gov. Applicants who are deaf or hard of hearing may call the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.

For questions regarding this recruitment announcement, email us at recruitment@wsgc.wa.gov or call (360) 252-9964.