Executive Assistant to the CIO (AA5) DOH8563

Executive Assistant to the CIO (AA5) 

This is a permanent position with the flexibility to work hybrid from home and the DOH Offices located in Tumwater, WA.

What You Will Do:

We are seeking a highly motivated and detail-oriented Executive Assistant to support the Chief Information Officer (CIO) in the Office of Innovation and Technology (OIT). This role is crucial in extending the CIO’s reach and ensuring the smooth operation of day-to-day activities. As an Administrative Assistant 5, you will play a key role in advancing public health IT initiatives in Washington State. Your responsibilities will include managing schedules, handling correspondence, coordinating meetings, maintaining partner relations, and tracking assignments across Technology Operations. Additionally, you will lead other administrative staff, provide backup support to colleagues, and assist with various assignments as directed by others on the OIT executive team. If you have a passion for providing exceptional administrative support and thrive in a dynamic environment, we encourage you to apply.

Key Responsibilities:

• Manage CIO’s calendar, schedule high-level meetings, and provide prep materials.
• Keep CIO on track with tasks, assignments, and emails.
• Coordinate complex travel and conference logistics, including reimbursements.
• Attend leadership meetings, prepare agendas, take notes, and follow up on tasks.
• Support CIO with project coordination, meetings, and materials.
• Draft and edit correspondence, ensuring compliance with guidelines.
• Approve purchases up to $5,000 on behalf of the CIO.
• Screen calls and emails for the CIO.
• Oversee TechOps events, project boards, and planning.
• Lead and mentor administrative team, assign tasks, and ensure efficient workflow.
• Represent the CIO and TechOps professionally, providing strong customer service.
• Assist with hiring, recruitment, and confidential personnel matters.
• Coordinate and plan high-visibility staff meetings and recognition events.
• Collaborate on special projects with the CIO, admin teams, and leadership.
• Provide back-up support for procurement, timekeeping, and public records.

You Will Be Successful at the DOH If: 

• You embrace cultural humility by honoring diverse perspectives and cultures.
• You are committed to equity and inclusion, removing barriers, championing social justice, and fostering a sense of belonging.
• You use an outward mindset to make impactful contributions, blending your personal expertise with collaborative achievements.
• You excel at problem-solving and crafting effective solutions while communicating clearly across different mediums.
• You are dedicated to customer service and navigate diverse interactions to build strong organizational relationships.
• Your technical competence shines, making you an invaluable asset to our team!

Location and Flexibility 

Enjoy the flexibility of our hybrid work environment, where you can balance working from home and collaborating in the office.  It is anticipated that you’ll be expected at the DOH facility located in Tumwater, WA for work activities 4 – 5 days a month.

What We’re looking for – Required Qualifications:

We value all relevant experience, whether paid or unpaid and your diverse experiences can make a difference in this role. To be considered for this position, you must meet one of the required qualification options listed and any additional qualifications included in the required qualifications section.

• Option 1: Five (5) or more years progressively responsible, recent experience (within the last 6 years) providing professional-level administrative support to a unit or manager.      
• Option 2: An associate degree or higher and three (3) or more years progressively responsible, recent experience (within the last 6 years) providing professional-level administrative support to a unit or manager.    
• AND Demonstrated experience in the following:
  • Managing calendars, appointment coordination, and scheduling
  • Independently composing letters from drafts, memos, notes, or other instructions.
  • Proficiency in preparing, editing, and proofreading professional communication materials; OR successful completion of a college course in editing or proofreading.
  • Handling sensitive information with discretion and maintaining confidentiality.
  • Conducting thorough research, including online research, and putting findings together for reports and emails.
  • Experience with procurement processes, including ordering office supplies, managing purchase requests, and tracking deliveries
  • Performing data entry tasks including Records keeping, Travel expense tracking, Inventory, and Customer information.
  • Intermediate to advanced skills in using Outlook, Word, Excel, PowerPoint, or similar software for document creation and organization. 

Preferred Qualifications:

The qualifications below are what would make you a strong fit for this role. While these aren’t required, having them can help you stand out as a candidate.

• Bachelor’s degree or higher in Business Administration, Public Administration, or related field.
• Additional years of experience in a professional office environment providing higher-level administrative support to an Office Director/Manager or above.
• Experience providing feedback and coaching or mentoring colleagues on a regular basis.
• Experience supervising or directly leading 1 or more employees. 
• Experience working with and communicating across different programs in a large, complex organization.
• Experience using OneNote and/or other web-based applications.
• Experience using SharePoint
• Intermediate-level experience using Visio 

Benefits and Lifestyle

We prioritize your work-life balance and offer one of the most competitive benefits packages nationwide, tailored to support your lifestyle. Discover more about "Why DOH" by visiting Work@Health.

Who We Are:

The Center for Technology Operations (a.k.a Tech Ops)

The Center for Technology Operations, or Tech Ops, is the backbone of public health IT services, offering comprehensive support in enterprise service desk, infrastructure operations, application development and support, data management, cloud program and platform management, as well as back-office and enterprise systems configuration, including testing and change management. We cater to the needs of agency staff, public health partners, and citizens by delivering quality services with a proactive approach. Our customer-centric ethos drives us to understand and meet current needs while anticipating future requirements, fostering a culture of curiosity and innovation.

OIT (One Incredible Team!)

In the Executive Office of Innovation and Technology (OIT), we’re on a mission to unleash the potential of technology, innovation, data, and informatics for the DOH. We believe in the power of every team member. We're not just a workplace; we're a thriving ecosystem that nurtures individual growth and collective success. As a strategic partner to DOH employees, we cultivate a culture of curiosity, ingenuity, critical thinking, and data-driven decision-making. Our shared goal? Making optimal health a reality for every single person in Washington.

Conditions of Employment:

I am prepared, with or without accommodations, to do the following:

• Commit to a full-time 40-hour work week schedule (flexible work schedule requests must be approved supervisor).
• Communicate through applications such as MS Teams and MS Outlook, and by phone while working remotely.
• Adjust my work schedule occasionally to align with business needs, which may entail working evenings and weekends.
• Perform my job duties either remotely from home or in-person at the designated DOH site location.
• Occasional travel may be necessary, sometimes requiring overnight stays or trips out of state. You must be able to legally drive a vehicle or arrange alternative transportation for state business.
• Engage in emergency response exercises and high-priority assignments as assigned during emergency events.
• Representation:This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.

APPLICATION DIRECTIONS:

We're committed to a fair and equitable recruitment process. We only consider information submitted through our formal application. We do not accept emailed resumes, cover letters, or supplemental information and will not share any emailed information with the hiring manager.

To apply, click "Apply" and complete the application. Attach your resume, cover letter, and at least three professional references (including a supervisor, a peer, and someone you’ve supervised or led, if applicable). Do not include private information such as social security numbers or year of birth.

Make sure to document your years of experience in this field or area of work along with any tools, applications, software, etc. listed in the qualifications section of this job posting.

Do attach the following:

• Resume
• Cover letter
• References
• DD-214 (if applicable)

DO NOT include or attach the following:

• REMOVE personal photos – DO NOT submit any documents containing personal photos. 
• Transcripts
• Certifications or Diplomas
• Projects or Portfolios
• Letters of Recommendation

Veterans Preference: Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs to their application. Please remove or cover any personally identifiable data such as social security numbers and birth year.

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, veteran’s status, military status, genetic information, sexual orientation, gender expression, or gender identity.

Questions and Accommodations: If you have questions, need accommodation in the application or selection process, or need information in an alternative format, contact Shawnelle Goalder at shawnelle.goalder@doh.wa.gov.  For general DOH recruitment questions, email the Talent Acquisition Team at employment@doh.wa.gov. Deaf or hard of hearing contact Washington Relay Service at 7-1-1; individuals outside of Washington State contact Washington Relay Service at 1-800-833-6874.  

Technical Support: Reach out to NEOGOV directly at 1-855-524-5627 for technical support and login issues.

• This recruitment may be used to fill positions of the same job classification across the agency. Once all the position(s) from the recruitment are filled, the candidate pool may be used to fill additional open positions for the next sixty (60) days.

• Only applicants who follow the directions and complete the Application Process in-full will have their responses reviewed for consideration.
• Experience and education selected, listed, or detailed in the Supplemental Questions must be verifiable on the submitted applicant profile.

Salary : $52,920 - $71,148