Executive Assistant - Data Analysis and Support

The Executive Assistant - Data Analysis and Support position reports directly to the Assistant Superintendent of Data Analysis and Support and serves as the primary support for both the Assistant Superintendent and the division.

• Coordinate the Assistant Superintendent’s calendar, meetings, and commitments.
• Process all documents that require Assistant Superintendent approval, using knowledge of agency organizational and reporting structures, OSPI/OFM/SAAM rules and procedures.
• Provide final copy edit and review of all reports and publications created by division staff.
• Apprise the Assistant Superintendent on matters judged urgent, confidential, and sensitive.
• Coordinate division-wide all-staff meetings and professional development sessions.
• Prepare meeting notices, completion of required agency approval request paperwork, communication with staff, make logistical arrangements, prepare meeting materials and handouts (such as final editing of presentations, refinement of meeting agendas, etc.), and capture meeting minutes, as necessary.
• Provide leadership to the team of support staff within the division.
• Communicate new processes and resources, initiate improvements to processes, provide ongoing guidance for learning and execution of work, and mentor new administrative staff.
• Track the status of various projects and initiatives within the division and agency to ensure deadlines are met.
• Work closely with the Assistant Superintendent to develop avenues for cross-agency collaboration, including supporting and participating in various projects and initiatives.
• Maintain, organize, and archive (when necessary) departmental electronic and paper files in consultation and collaboration with the Assistant Superintendent and division staff per agency and state records retention policy.
• Contribute to and maintain a positive work environment for the division by providing customer-oriented relationships with OSPI staff, education partners, and constituents.
• Maintain a broad understanding of the agency mission and strategic goals, and the goals of the division.

• Minimum of five years of progressively responsible administrative experience, preferably in a public sector organization.
• Minimum of three years of experience creating, formatting, and proofreading correspondence, documents, and manuals.
• Proficient with the Microsoft Office Suite (Excel, Outlook, Word, PowerPoint, and Teams).
• Understanding of state travel and purchasing documents: Preparing, processing, and submitting for approval, following a signature authority matrix.

• Flexible/Alternative work schedules
• Health insurance
• Life insurance
• Retirement plan
• Deferred compensation program
• Paid holidays
• Sick leave
• Vacation (Annual Leave)
• Parental Leave
• Family and Medical Leave Act (FMLA) Leave
• Employee Assistance Program

The Washington State Office of Superintendent of Public Instruction (OSPI) seeks to fill an Executive Assistant position.