Executive Assistant chez King County, WA

About the Department

The Department of Executive Services – Facilities Management Division (FMD) is searching for a seasoned professional to provide executive-level support to the FMD Director and (2) Deputy Directors. This role serves as a key member of the Director’s Office team and the FMD Management Team. 

This role involves daily interaction with the organization at all levels as well as external contacts. Successful candidates for this role will be self-starters who have excellent interpersonal skills, a keen attention to detail, an ability to work in a fast-paced environment, and solid background in providing executive-level support. 

Who We Are: 
Through a workforce of over 350 dedicated employees, FMD operates and manages the County's capital assets by developing and maintaining cost-conscious, sustainable, high-quality facilities, and environments. This division maintains approximately 3 million square feet in facilities where King County provides regional services, including the King County Courthouse and District Courts, Maleng Regional Justice Center, King County Administration Building, King County Animal Shelter, and several Public Health facilities.

To learn more about FMD, visit our website at https://kingcounty.gov/en/dept/executive-services/buildings-property/facilities-management

Commitment to Equity, Racial and Social Justice:

King County, named after Dr. Martin Luther King, Jr., is a diverse and vibrant community that represents cultures from around the world. Our True North is to create a welcoming community where everyone can thrive.  We prioritize equity, racial and social justice, making it a foundational and daily expectation for all employees. As an Executive Assistant, you will actively apply these principles in all aspects of your work. Learn more about our commitment athttp://www.kingcounty.gov/equity.

Position Duties

• Serve as an Office Manager on the day-to-day administrative affairs of the director and deputy directors. Schedule all appointments and provide the Director and Deputy Directors with background information and supporting documents in preparation for scheduled meetings, speaking engagements, conferences, and interviews.  Assist other senior leadership and section managers with scheduling support as needed.

• Maintain an efficient flow of information between all levels of the director's internal and external contacts on a wide spectrum of the organization's plans and priorities. Prepare and distribute relevant materials for meetings.

• Be the first point of contact for incoming calls to the Director/Deputy Directors, determining nature and priority of the call. 

• Serve as FMD’s Public Disclosure Officer, video and all other Public Disclosure requests received by the public.  Knowledge of GovQA is a plus! Respond back to inquiries received by the Department of Executive Services and Executive’s Office.

• Review, proofread, and format all correspondence to ensure accuracy, completeness, consistency and organizational policy. Follow up with staff to ensure deadlines are met.  Notary and/or Notary Endorsement using DocuSign platform is a plus!

• Make and review all travel arrangements for the Director and Deputy Directors. Prepare the itineraries, confirm lodging, transportation, and processes travel reconciliation. Review all travel requests from divisions/offices to ensure policy compliance and accuracy. Experience with Concur is a plus!

• Manage the electronic (ERMS) and physical records of the Director and Deputy Directors and serve as their section lead for SharePoint. 

• Support several Director Office meetings:  AM Huddles (3 x week); Management Team (1 x week); People Leader’s Team (PLT); Senior Leadership, Real Estate Major Project Oversight Committee (REMPOC) (every 2x month); Project Review Board (PRB); Collaboration Meeting; Director’s Office & Human Resources; Triage and 1:1 with FMD Director.   Expectations include preparing the agenda, presentations, taking detailed notes and following up on action items with appropriate parties.

Minimum Qualifications

• Have a strong background supporting an Executive Director, Director/CEO, COO, or other similar senior-level executive and demonstrated ability maintain confidentiality and use of good judgment in making independent decisions with a high degree of tact, confidentiality, political savviness, and diplomacy, OR an equivalent background of education and experience.

• Has business acumen and is proactive and able to manage a high volume of diverse assignments and projects. Can handle multiple competing priorities and maintain attention to detail.

• Have meticulous grammar, editing and writing, presentation and communication skills.

• Are knowledgeable about how large organizations work, including how to get things done through formal and informal channels.

• Can be flexible and adapt as required, while working in a multi-faceted and sometimes ambiguous environment. Can adjust schedule to accommodate early or late meetings on occasion.

• Are confident and approachable. Is comfortable and composed in situations with all levels of the organization.
   
   
• Are proficient and comfortable with the use of office productivity software and relational databases in their daily work. (The county uses Microsoft Office, PeopleSoft, Concur, GovQA, DocuSign, Oracle EBS, Manage zzgroups through IT portal, Visio, P-card transactions, reconciliation, reimbursements, and troubleshoot office equipment) 

• Possess initiative and resourcefulness; can be relied on to maintain the confidentiality of sensitive communications. 

• Can think critically to identify and resolve issues independently with a solid sense of accountability and sound personal judgment. 
   
   
• Able to communicate respectfully and effectively, both orally and in writing, with individuals from diverse backgrounds. 

• Event Planning is a plus!

Other Qualifications

Are you ready to APPLY?
The recruitment for this position is open to all qualified applicants. A completed King County Application is required. We highly recommend that you also provide a cover letter and resume.  If you have any questions, please contact Jessica Mango at [email protected] or 206-477-9082.  

Forbes named King County as one of Washington State's best employers.

Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.

Guided by our "True North", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles - we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans.

King County is an Equal Employment Opportunity (EEO) Employer

No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation.

To Apply

If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions please contact the recruiter listed on this job announcement.

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