Executive Assistant | Transportation Commission

About the Transportation Commission 
The Washington State Transportation Commission (WSTC) is a seven-member body of citizens appointed by the Governor for six-year terms. In addition, the WSDOT Secretary and a representative from the Governor’s Office serve as ex officio members. The WSTC provides an open public forum for transportation policy development, holding monthly meetings in Olympia and around the state. As the State Tolling Authority, the WSTC adopts state highway tolls and sets ferry fares. It reviews and assesses how the entire transportation system works across the state and issues the state’s 20-year statewide transportation plan, and conducts special studies and projects as directed by the Legislature.

The Opportunity

WSTC is seeking a highly organized and detail-oriented professional to serve as the Executive Assistant to the Executive Director and provide essential administrative, financial, and operational support to the agency and the Commission. This pivotal role is central to the day-to-day and strategic functions of the agency, ensuring smooth internal operations and supporting the fulfillment of the Commission’s legal mandates. The position will be responsible for managing all agency accounting functions, overseeing contract reporting and payment processing, coordinating timekeeping and reimbursement for staff and commissioners, and supporting the preparations for Commission meetings in both virtual and in-person formats. A successful candidate will demonstrate excellent judgment, discretion, and communication skills, along with a strong ability to manage complex administrative workflows, maintain accurate financial records, and meet reporting requirements to external agencies with precision and timeliness.

What to Expect

Among the varied range of responsibilities held within this role, the Executive Assistant will:

• Provide administrative, executive, and secretarial support to the Executive Director, Commission staff, and Commissioners. 
• Manage the WSTC’s office operations and support the WSTC’s virtual and in-person meeting preparations including making all travel arrangements, arranging catering, securing hotel and meeting facilities, participating in site visits, and supporting meeting operations.
• Mange and handle all agency accounting functions and provide budget support; have authority for approval of all payment vouchers, journal vouchers and purchasing card transactions. 
• Reconcile and approve payroll reports generated for the accounting and payroll offices at the Washington State Department of Transportation (WSDOT) review and process travel expense vouchers and payroll for staff and Commissioners.
• Provide oversight of the agency’s budget and spending plan, monitor projections and expenditures, and provide oversight of contract budgets and processing of payments. 
• Manage correspondence on behalf of the agency in coordination with the Executive Director and communications staff, overseeing general customer service needs, addressing questions and inquiries, conducting research as needed to respond, and serving as the agency liaison and point of contact on general WSTC matters. 
• Coordinate and manage schedules; etc.  
• Manage agency print production, and collating of various outreach and educational materials for purposes of distribution at meetings, events, etc.
• Prepare orientation materials and train new Commissioners on policies and procedures related to business operations and requirements.

Qualifications

To be considered for this opportunity, the following competencies are required:

• Administrative and Executive Support: Significant experience providing professional level administrative support to senior level managers. Experience supporting the operational and legal functions of an agency, including preparing materials for commission or board meetings and coordinating internal processes. Proven ability to provide high-level administrative and confidential support to executive leadership, including managing calendars, correspondence, and meeting logistics. Skilled in independently prioritizing tasks, handling sensitive information with discretion, and managing multiple competing deadlines with accuracy and professionalism.
• Accounting, Payroll, and Agency Operations: Working knowledge of WSDOT or state accounting and payroll systems, procedures, and reporting requirements. Ability to accurately process financial transactions, manage reimbursement and timekeeping workflows, and support contract payment and reporting functions in compliance with state laws and regulations, and agency standards. Demonstrated attention to detail in financial recordkeeping and compliance tracking for external reporting.
• Technical Proficiency: Proficiency in the use of Microsoft Office applications including Word, Excel, Outlook, and PowerPoint to prepare professional documents, reports, and presentations. Skilled in using virtual meeting platforms such as Microsoft Teams and Zoom to coordinate and support remote and hybrid meetings. Ability to quickly learn and adapt to new software systems and digital collaboration tools.
• Communication and Relationship Management: Strong verbal and written communication skills, with the ability to prepare clear, professional communications and engage effectively with internal and external stakeholders. Demonstrated ability to build and maintain effective, respectful, and collaborative working relationships across organizational levels and functions. Comfortable representing the agency in interactions with commissioners, state agencies, vendors, and the public.
• Independence, Flexibility, and Mobility: Ability to work independently with minimal supervision, exercise sound judgment, and adapt to shifting priorities and responsibilities. Willingness and ability to travel throughout the state to support of in-person commission meetings and agency events as needed.

It is preferred that qualified candidates also have:

• General knowledge of state government policies and procedures.
• Ability to multi-task and work with fluid schedules, especially during legislative session.
• Effective time and project management skills.

Important Notes 

• In addition to base salary, employees may be entitled to other forms of compensation depending on the type, duties, or location of the position. For union-represented positions, more information on other forms of compensation can be found in the applicable Collective Bargaining Agreements. Information on other compensation types for non-represented positions can be found in Chapter 357-28 of the Washington Administrative Code.
• This position may require occasional travel including attending local Commission meetings around the state four (4) times a year. 
• This position offers flexible/hybrid remote work options.
• WSTC does not use the E-Verify system, therefore we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit, please visit www.uscis.gov

Why Transportation Commission 

• Work-Life Balance – We are committed to ensure that our staff experience the reward of public service, while also sustaining a routine that suits each individuals’ lifestyle. As such, there are a number of flexible schedule options available, including occasional telework for eligible positions.  
• Growth Opportunity – WSTC actively supports professional growth and development and encourages employees to seek opportunities to enhance their skill sets, incentivizing the growth of responsibilities within the organization. 
• Paid Leave – In addition to 12 paid holidays, full-time employees earn up to 25 paid vacation days per year!
• Plan For Your Future – WSTC offers a comprehensive benefits package that includes a variety of healthcare options. Employees also have their choice of state retirement programs, and much more. Go to State Benefits for more information.

How to Apply

This recruitment is being managed by the Washington State Department of Transportation, on behalf of the WSTC. Applications for this recruitment will be accepted electronically. Your relevant experience may be evaluated to determine salary. Therefore, it is very important that the “Work Experience” portion of the application be completed in as much detail as possible. 

In order to be considered for this opportunity, please include the following with your online application:

• An attached Resume outlining (in reverse chronological order) your experience to date.
• An attached Cover Letter that further explains your qualifications and indicates why you believe you are a viable candidate for this role.
• Contact details for a minimum of three (3) individuals who can attest to your work performance, technical skills, and job-related competencies. NOTE: This information may be entered in the “References” section of the online application; does not require an additional attachment. 

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The Transportation Commission is an equal opportunity employer. We value the importance of creating an environment in which all employees can feel respected, included and empowered to bring unique ideas to the agency. Our diversity and inclusion efforts include embracing different cultures, backgrounds and viewpoints while fostering growth and advancement in the workplace. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, disabled and Vietnam era veterans, as well as people of all sexual orientations and gender identities are encouraged to apply. Persons with disabilities needing assistance in the application process, or those needing this job announcement in an alternative format may contact the listed Recruiter.

Contact Us

For inquiries about this posting, you may contact the assigned Recruiter at Robyn.Lovely@wsdot.wa.gov. Please be sure to reference 25WSTC-E047 in the subject line.