Administrative Assistant 5

ADMINISTRATIVE ASSISTANT 5

Salary: $61,332.00 - $82,440.00 Annually

Location: Thurston County
- Olympia, WA

Job Type: Full Time
- Permanent

Remote Employment: Flexible/Hybrid

Job Number:

Department: Dept. of Commerce

Division: Operations Division

Opening Date: 07/29/2026

Closing Date: 8/12/2026 11:59 PM Pacific

Salary Information: The high end of the salary range, Step M is typically a longevity step

Administrative Assistant 5

At the Department of Commerce
, we're reimagining what's possible in government. We're builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we're turning big ideas into real-world solutions that uplift people and places.

Our agency's strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact.

This job is a commitment to reshape systems so they work better for everyone. If you're ready to challenge the status quo and build meaningful connections, we want to meet you.

Let's build what's next, together.

The Operations Division houses the Compliance and Contracts, Financial Services, and Human Resources Divisions. The Operations Division is responsible for long term agency strategic planning, financial oversight, Internal Audit Support, agency compliance, and general offices services via the assigned divisions.

Reporting to the Chief Operating Officer (COO), this position serves as the principal assistant to the COO and provides complex administrative and technical support ensuring daily operations run efficiently and effectively.

This position must be based in our Seattle or Olympia offices.

Tasks include:

Administrative Scheduling:

• Manages COO's calendar, schedules meetings with Commerce Executive Leadership, internal teams, external parties, and legislative partners on behalf of the COO, ensures thorough briefing and preparation for each meeting.
• Prepare weekly briefing memos, on Fridays, to summarize important meetings and deliverables due for the following week.
• Prepare briefing materials, agendas, and meeting packets; ensure COO is informed of priorities and deadlines.

Administrative Coordination:

• Travel authorization.
• Leave approval.
• Processing HR personnel, position and recruitment actions.
• Track and follow up on PARs that are not moving to ensure the workflow continues.
• Completing and approving time sheets via Superstar.
• Process and approve purchasing requests.
• Updating and maintaining organizational charts as needed.
• Coordinates in state and out of state travel for the COO, tasks include scheduling accommodations, flights, itineraries, and reserving rental vehicles.
• Represents the COO at meetings, conferences, and conventions and may speak on behalf of the COO of Commerce on agency matters, as requested by the COO.
• Greets, receives, and confers with official visitors which may include members of the public, visitors, and other representatives of various organizations, businesses, or agencies.

Organizational Management:

• Drafts and edits documents electronically, including letters, memos, itineraries, PowerPoint presentations, spreadsheets, and other related documents.
• Tracks, prioritizes, and coordinates agency responses, tasks, deadlines and action items assigned by the Director, the Office of Financial Management (OFM), the Office of the Governor, and/or the Director's Executive Team.
• Track and follow up on action items, deadlines, and deliverables assigned to COO or leadership team.
• Assists the COO in identifying and prioritizing internal and external deadlines.

Information Management:

• Manages incoming mail and emails on behalf of the COO, acts independently on issues where authority is delegated.
• Responds to inquiries and directs emails to the appropriate contact.
• Highlights priorities and informs the COO on these items.
• Maintains and…