Executive Assistant

Persons requiring reasonable accommodation in the application process may contact the Recruitment Team  Those with a hearing impairment in need of accommodation are encouraged to contact the Washington Relay Service at or

(Logo: Silhouette of Washington State with a lighthouse icon pointing to Vancouver)

The Washington State School for the Blind is seeking a highly skilled, detail-driven Executive Assistant to provide comprehensive support to the Superintendent and Board of Trustees (BOT). This position plays a central role in ensuring smooth executive operations, effective communication across the agency, and accurate management of critical administrative, governance, and compliance functions. The ideal candidate is an exceptional communicator, a proactive problem-solver, and a professional who thrives in a dynamic environment with diverse responsibilities.

The Executive Assistant supports the Superintendent and Board of Trustees by managing high-level administrative functions, coordinating communication with internal and external stakeholders, and ensuring the accuracy and timeliness of essential organizational processes. This role requires strong written and verbal communication skills, the ability to manage multiple priorities, and the professionalism to interact effectively with students, staff, state agencies, parents, the public, and other partners.

This full-time/permanent position is exempt from state civil service laws and reports directly to the School Superintendent.

The major responsibilities for the position include, but are not limited to, the following.

• Manage the Superintendent’s calendar, travel arrangements, and monthly travel expense vouchers.
• Prepare and maintain credit card logs and collect monthly student/data counts.
• Draft the Superintendent’s monthly report and distribute it to the Governor’s Office, Board of Trustees, and Cabinet.

• Serve as the primary contact for Boards & Commissions.
• Coordinate onboarding and exiting of Board and Ex-Officio members.
• Prepare meeting agendas, take minutes, and post approved minutes online.
• Manage board member travel, maintain rosters, and prepare A-19s or travel vouchers.

• Draft the annual school calendar using Vancouver Public School (VPS) alignment.
• Route drafts for Superintendent, Principal, and union review.
• Distribute approved calendars to staff and the Board of Trustees.
• Create a text-based events calendar and place the calendar on the March BOT agenda.

• Meet with potential renters and review rental requests/contracts.
• Enter rentals into the Resource Scheduler and send confirmations to all affected departments.
• Issue keys/keycards, schedule gate/door access, and generate invoices.
• Billing and receiving payments from renters.

• Schedule monthly Cabinet meetings, prepare agendas, and identify policies/procedures for review.
• Attend Cabinet and Emergency Response Team meetings, prepare agendas, and update the Emergency Reference Guide annually.

• Respond to all public records requests within legal timelines.
• Research, redact, and provide records in compliance with Public Records Act requirements.
• Maintain a Public Records Request log and manage record disposal per retention rules.

• Ensure proper retention and disposition of agency records.
• Respond to staff inquiries and coordinate annual July 1 record purges.
• Arrange shredding services with the Buildings & Grounds manager.

• Attend annual CFD chair meetings.
• Recruit committee members and communicate campaign information to staff.
• Submit donations to the CFD office.