Professional Learning Assistant - WASA

CLOSING PERIOD: Open until filled.
For best consideration apply by November 20, 2026

CLASSIFICATION: Support Personnel

REPORTS TO: Assistant Executive Director for Learning Innovation and AI

The Professional Development Assistant serves as a trusted operational, communication, and event coordination team member in a fast-changing, relationship-driven, and increasingly AI-informed environment. This role goes beyond traditional clerical support. It helps create clarity, protect time and attention, support sound decision-making, strengthen stakeholder relationships, and provide coordination. WASA is known for high-quality professional learning. The position requires strong judgment, exceptional organization, responsiveness, discretion, and the ability to manage complex logistics, contracts, communications, and documentation with a high level of accuracy and professionalism.

Develops & Maintains Event Registration

• Coordinates registration systems, event setup, participant tracking, invoicing, communications, and related website or database updates for professional learning events and programs.
• Monitors registration, calendar, and event information for accuracy and communicates needed updates in a timely manner.

Event Preparation, On-site Support, and Follow-up

• Coordinates on-site pre-event logistics, materials, participant support, meal coordination, evaluations, and event follow-up activities.
• Drives to venues across Washington and stays overnight as needed.
• Provides on-site event support and helps ensure smooth event operations and a high-quality participant experience.
• Coordinates with support staff at AWSP, OSPI, WSSDA, WSIPC and other partner organizations.
• Supports academy, lunch & learn and other virtual event planning timelines, including coordination related to communication schedules, video-conferencing session logistics, and milestone requirements.

Event Communication and Stakeholder Support

• Prepares and disseminates event-related communications, including registrations, confirmations, reminders, follow-up messages, sponsor emails, speaker emails, and related materials.
• Creates and distributes clock hour applications and event evaluations.
• Supports smooth communication before, during, and after events to ensure a high-quality participant experience.

Executive and Operational Support

• Coordinates schedules, travel, meeting logistics, contract content/signatures, and workflows with attention to urgency, alignment, and competing priorities.
• Anticipates needs, streamlines administrative processes, and protects time for strategic leadership work.
• Prepares briefing materials, meeting agendas, background information, and follow-up documentation.
• Monitors contract-related details to support accuracy, follow-through, and compliance, including deadlines, deliverables, and internal documentation.
• Serves as a responsive point of contact for speakers, sponsors, venues, caterers, and participants, ensuring strong customer service and relational trust.
• Drafts, edits, and organizes correspondence, summaries, agendas, talking points, and internal updates on behalf of the leader or department.
• Surfaces key themes, unanswered questions, and needed decisions from meetings, documents, and stakeholder input.
• Helps ensure internal and external communications are clear, timely, and aligned.
• Flags risks, inconsistencies, and unresolved issues requiring attention.
• Serves as the primary responder to general incoming phone calls by establishing the reason for the call, resolving the issue or transferring the call to the appropriate individual, and recording and delivering messages as needed.
• Provides direct support to the Assistant Executive Director for Learning Innovation and AI, the Professional Learning Coordinator and other staff in support of WASA priorities.

Department Documentation

• Organizes department files, planning materials, event documentation, templates, reports, and tracking systems.
• Supports the creation and upkeep of timelines, status reports, and operational records for department initiatives.
• Helps ensure documents are current, accessible, and useful for planning, follow-up, and accountability.

AI-Enabled and Digital Workflow Support

• Uses approved digital and AI-assisted tools to improve scheduling, drafting, meeting preparation, information organization, and workflow efficiency.
• Reviews AI-assisted outputs for tone, accuracy, completeness, and context before use.
• Supports the thoughtful use of technology while…