Job Description

Posting number: DOH9012

Department: Dept. of Health

Division: Office of Innovation and Technology (OIT)

Job classification: ADMINISTRATIVE ASSISTANT 5

Posting type: Open & Promotional

Categories: Administrative Assistant

Summary

Equity and optimal health for all vision and photos of our employees and community

Executive Assistant, CIO

This recruitment is open to Washington residents and those residing in Idaho or Oregon. This position is eligible for hybrid work, with onsite work at our Tumwater office 1–2 days per week.

The Opportunity

As the Executive Assistant to the Chief Information Officer (CIO), you will serve as the CIO’s principal administrative partner and the lead administrative professional for Technology Operations. You’ll manage complex executive priorities, coordinate work across leadership and administrative teams, and keep high-level assignments, meetings, correspondence, and projects moving forward.

You’ll work closely with the CIO, Deputy CIO, Technology Operations Leadership Team, and administrative professionals across the agency. As a member of the Technology Operations Leadership Team and Agency Lead Administrative Support Team, you’ll have a broad view of division priorities and play an important role in creating effective administrative processes that support the people and technology behind DOH’s work.

Key Responsibilities:

• Manage executive operations for the CIO, including a complex calendar, meetings, travel, correspondence, priorities, preparatory materials, and follow-up activities.
• Coordinate leadership priorities and assignments by tracking commitments, establishing timelines, maintaining planning tools, and ensuring work is completed accurately and on time.
• Lead administrative operations for Technology Operations by assigning and coordinating work, reviewing work products, mentoring administrative staff, documenting procedures, and supporting cross-training.
• Coordinate executive and leadership meetings by developing agendas, scheduling presenters, preparing materials, documenting decisions and assignments, and managing follow-up.
• Manage executive correspondence and administrative decisions using delegated authority to review, edit, format, route, and approve administrative matters, including purchases up to $5,000.
• Coordinate personnel administration for Technology Operations, including recruitment and hiring activities, position actions, staffing records, organizational charts, separations, and offboarding.
• Improve administrative processes by evaluating current practices, identifying opportunities for greater consistency and efficiency, and coordinating procedures and best practices across administrative teams.
• Lead administrative coordination for special projects and events, including major IT initiatives, all-staff meetings, leadership meetings, supervisor roundtables, recognition activities, and other high-visibility division priorities.

Why You’ll Love This Role

• You’ll work closely with executive leadership and have visibility into priorities and decisions across Technology Operations.
• You’ll have the opportunity to lead administrative practices, improve processes, mentor others, and shape how work gets done across the division.
• Your work will strengthen the operations behind the technology and services DOH employees rely on to serve communities across Washington.
• You’ll contribute to DOH’s public health mission by helping leaders and teams stay organized, connected, and focused on the work that supports people throughout the state.

What you Bring

You’re an organized and thoughtful administrative professional who is comfortable working with senior leaders, navigating competing priorities, and taking ownership of complex work. You communicate clearly, exercise good judgment with sensitive information, and know how to keep people, projects, and details moving without losing sight of the bigger picture. You’re also a collaborative lead who enjoys sharing knowledge, improving processes, and creating an environment where administrative teams can do their best work.

Required Qualifications

There are multiple pathways to qualify for this position. You must meet one of the options provided and any additional criteria listed. Experience may have been gained through paid or unpaid activities. Please ensure any relevant experience defined below is outlined in your cover letter, resume, and/or applicant profile.

• Experience providing senior-level administrative or executive support, including managing complex calendars, coordinating meetings, tracking assignments and deadlines, preparing materials, and supporting multiple competing priorities.
• Experience coordinating complex schedules, meetings, events, or projects involving multiple participants, priorities, and deadlines.
• Experience preparing, reviewing, editing, and formatting professional correspondence, reports, meeting materials, or other business documents for accuracy, clarity, and appropriate content.
• Experience handling confidential or sensitive information using sound judgment and discretion.
• Experience coordinating or leading the work of others, such as assigning or prioritizing work, providing guidance, mentoring or training staff, monitoring completion of assignments, or improving team processes.
• Experience evaluating administrative processes and implementing or recommending improvements to workflows, procedures, or business practices.
• Proficiency using Microsoft 365 including Outlook, Word, Excel, and PowerPoint to manage email and calendars, prepare documents and presentations, organize information, and collaborate with others.

Required Competencies:

• Cultural Humility - You are curious, self-aware, and open to perspectives and experiences different from your own. You will continue to learn, reflect on your own assumptions and biases, adapt your approach, and build respectful relationships where different cultures, identities, and perspectives are valued.
• Equity and Inclusion - You are committed to creating an environment where people feel valued, included, and supported. You will consider how decisions affect people with different backgrounds and experiences, remove barriers where possible, and incorporate diverse perspectives and lived experiences into your work.
• People Impact Orientation - You understand that how you work can have a meaningful impact on others. You will seek to understand the needs and experiences of the people affected by your work, take responsibility for your impact, and adjust your approach when needed to create better outcomes.

Preferred Qualifications

• Experience supporting executive or senior organizational leadership.
• Experience serving in a lead or supervisory role, including coordinating work, providing guidance, mentoring or training staff, and supporting team workflow.
• Experience supporting human resources administrative processes, such as recruitment, personnel actions, onboarding/offboarding, or maintaining staff records.
• Experience supporting procurement, purchasing, travel, payroll/timekeeping, vendor invoicing, public records, or records management activities.
• Proficiency with tools such as SharePoint, Visio, OneDrive, Microsoft Teams, or similar platforms used for collaboration, document management, process mapping, and information sharing.

Employee Benefits

We want you to have the support and benefits you need to do your best work while building a career that fits your life. As a DOH employee, you’ll have access to a comprehensive benefits package that supports your health, financial well-being, and work-life balance, with resources to support you now and help you plan for the future. Learn more about DOH benefits and what it’s like to work with us by visiting Work@Health.

The Office of Innovation and Technology

Technology and data powering public health.

The Office of Innovation and Technology (OIT) provides the technology, data, and digital services that support DOH programs and public health partners across Washington. Our specialized teams work together to build, secure, modernize, and support the systems that power public health operations, data exchange, laboratory services, emergency response, and informed decision-making. We foster curiosity, innovation, and continuous improvement to create reliable, connected technology solutions that help DOH better serve communities across Washington.

About the Washington State Department of Health

We're nearly 2,000 professionals across Washington working together to protect and improve community health. Guided by our values of Equity, Innovation, and Engagement, we address health disparities, respond to emerging challenges, and strengthen systems that support resilience. At DOH, we help reduce barriers, collaborate with diverse communities, and champion equitable health outcomes. We’re passionate people who are driven to make a difference in public health. Explore more about the Department of Health, our programs, and our impact by visiting our website.

What to Expect (Working Conditions):

The following describes the working conditions of this position, with or without reasonable accommodation.

Work Setting, Hazards, Tools and Equipment

This is a hybrid position with 1–2 days of onsite work each week at the DOH Town Center 1 location in Tumwater. When working onsite, you’ll primarily work in an office and cubicle environment, with extended periods of desk and computer work and time spent in meetings. The work environment may include frequent interruptions, conversations, and other typical office distractions. You’ll also regularly interact with employees, partners, and members of the public, including people who may be frustrated or upset. The DOH campus is a smoke-free, drug-free, alcohol-free, and scent-neutral environment. This position may also participate in public health emergency preparedness and response activities.

Schedule and Travel

You’ll typically work Monday through Friday, 8 a.m. to 5 p.m., with flexibility for an approved alternative schedule. This is a fast-paced role where you’ll manage multiple priorities, deadlines, interruptions, and changing needs throughout the day. Occasional work beyond 40 hours may be needed to meet critical deadlines or support public health emergency response activities. You’ll occasionally travel within Washington for meetings, conferences, and training.

Representation

This position is represented by the Washington Federation of State Employees (WFSE).

Public health outreach staff engaging with community members at a Department of Health event, including a group photo with Neil deGrasse Tyson, a shellfish team gathered by their boat, a hands-on public health demonstration between staff and a visitor, and a team standing outdoors in front of blooming rhododendrons, ending with the Department of Health logo.

APPLICATION DIRECTIONS:

We encourage you to apply

If you meet the required qualifications for this position; we want to hear from you. Desired qualifications describe additional experience, knowledge or skills that may be helpful in the role, but they are not required to be considered for the position. We welcome applicants with different backgrounds, experiences, identities, and perspectives.

To be considered, you must complete the online application in full and submit all required materials. Incomplete applications or applications missing required materials will not be considered. When completing your application, please include the following required materials:

• Cover letter: describing your qualifications for this specific position
• Resume: that details your applicable experience and education.
• Three (3) professional references: We require 3 professional references including at least one current or recent supervisor.

Veterans Preference: We value the experience and skill veterans bring to the workforce and encourage veterans, transitioning service members, and military spouses to apply. Eligible veterans may qualify for veterans’ preference in accordance with Washington State Law. If you are claiming veterans’ preference, you must attach your applicable DD-214 documentation to your application. Please redact your social security number, date of birth, and any other sensitive information before uploading and attaching the document.

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 assistance with the application process, require an accommodation, or would like to request this posting in an alternative format, please contact Shawnelle Goalder at employment@doh.wa.gov and reference DOH9004.

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

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Supplemental information

This recruitment may be used to fill additional positions in the same job classification across the agency. After the current position(s) are filled, the candidate pool may remain active for up to 60 days and may be considered for other vacancies.

To be considered, please follow the application instructions and complete all required application materials. Information provided in your supplemental question responses, including education and experience, must be supported by your applicant profile.