Executive Assistant (SDA)

Summary

This position is open to current career service King County Metro employees that have completed the six (6) month probationary period (or will complete it by the closing date of this posting) in their current career service position. We are not accepting external applications at this time.

About King County Metro Transit's Rail Division

King County Metro's Rail Division manages and maintains Sound Transit's Link Light Rail, a growing network spanning 60 miles and serving 38 stations across the Puget Sound region. Together with Metro's extensive fixed-route bus system and mobility services, the Link Light Rail system is the backbone of an integrated regional transit network that gives people real freedom of movement. As Puget Sound transit agencies work together to build a seamless, connected system, our light rail system plays a central role in expanding access, reducing barriers, and ensuring that everyone across our region can get where they need to go.

Who May Apply

This position is open ONLY to current career service King County Metro employees that have completed the six (6) month probationary period (or will complete it by the closing date of this posting).

To Apply, you Must Submit:

• An Online King County application. Please include relevant work history going back 10 years (or more, if necessary), with all duties, dates of employment, and reasons for leaving explained clearly.
• A Cover Letter (1 page maximum) addressing:
  • How your experience and background meet or exceed the qualifications for this position
  • How you have applied equity and social justice principles in your current and/or previous role(s)
• Answer the supplemental questions in their entirety.
• The employment history detailed in your application under the work experience section MUST correlate/support your responses to the supplemental questions and cover letter. If your responses cannot be validated, you will not proceed to the next steps of the review/selection process.

Job Duties

• Applying equity and social justice principles is a daily responsibility and a foundational expectation for all King County employees. In this role, you will apply equity and social justice principles that exemplify shared values, behaviors, and practices to all aspects of the work.
• As an Executive Assistant (Executive Secretary/Assistant I), you will:
• Primary Administrative Point of Contact for Director’s Office
• Represent the Director’s Office and serve as the first point of contact for requests; direct requests to appropriate Rail Division personnel; find answers from ST/KCM points of contact to inquiries/requests; represent the division on internal committees or task forces as assigned.
• Respond/resolve requests as appropriate; and help support with meeting deadlines for annual documents such as Wall of Fame nominations, Lean Maturity Model, Performance Appraisals, Leadership contact lists, Rail Adverse Weather Plan, etc.
• Tracking and Coordination of Requisitions
• Monitor and track requisitions and expenditure categories for the Director’s Office requests.
• Oversee the submission of consultant requisitions to ensure that invoices for services are provided, and generate requisitions based on those invoices to facilitate payment processing.
• Issue Resolution & Communication
• Independently address and resolve routine internal issues referred to the Director’s or Manager’s Office, using discretion and sound judgment within the defined scope of authority.
• Clarify Director's Office requests
• Act as a key liaison between the Director and staff by clearly communicating directives, furnishing context and explanations as needed, and advising on leadership expectations and preferences.
• Consultative Support
• Support Director/Deputy Director with consultation on actions or activities prior to discussion with leadership teams.
• Correspondence and Inquiry management
• Manage incoming correspondence by addressing questions, assessing inquiries, and directing them to appropriate personnel.
• Ensure timely and effective resolution of issues, maintaining open lines of communication and follow-up as needed.
• Director Level Administrative Support
• Provide high level administrative support to Director –level senior staff and, as needed, to the leadership team.
• Manage essential tasks including supply ordering, meeting coordination, note-taking, and action item tracking to ensure effective follow-up.
• Offer technical and document support, including formatting, editing and distribution of materials.
• Clock & Record Management
• Maintain Director level calendars (both ST and KC); coordinate arrangements and activities that require extensive contacts throughout and outside the division; set schedule priorities and resolve appointment conflicts.
• Organize, update and maintain the Director’s Office files.
• Leadership Meeting Support
• Schedule and coordinate high level leadership meetings (SLT, JLT etc.).
• Develop meeting agendas, take detailed notes and track action items.
• Coordinate guest presentations and manage meeting logistics.
• Project Management Support
• Assist leadership in managing ongoing projects and operational requests by creating tracking tools, reports, and documentation to support project goals.
• Schedule project related meetings and events, document discussions, and share updates.
• Follow up with project teams to ensure timely completion of action items and alignment with project timelines.
• Research & Analysis Support
• Conduct research on a variety of topics, including King County policies, division practices and operational procedures.
• Collect, analyze, and summarize data into clear, actionable insights to support decision making and leadership requests.
• Division Standard Work & Special Events Coordination
• Develop and document standard operating procedures and workflows for the Director's Office to ensure consistency and efficiency.
• Collaborate with the Director’s Office team to plan, organize, and execute special events such as employee recognition awards and promotional events.
• Travel Arrangement Support
• Coordinate travel arrangements and reconciliation for Director, Deputy Director, and Expansion Team.

Experience, Qualifications, Knowledge, Skills

• Minimum Qualifications:
• Three (3) or more years of senior-level administrative professional experience, ideally supporting executive leaders.
• Proven ability to provide excellent customer service that is sensitive to, and reflective of, Metro’s commitments to equity, social justice, inclusion, and belonging.
• Good judgment and the ability to seek direction and make independent decisions in alignment with division priorities.
• Experience managing highly confidential and sensitive issues effectively and with integrity.
• A proactive mindset with the ability to handle competing priorities, take initiative, and elevate issues to division leadership for resolution.
• Excellent organizational skills; attention to detail without losing sight of the big picture.
• Comfort navigating uncertainty and ability to adapt in a dynamic environment.
• Experience building relationships across organizational units with an ability to be an open, collaborative, and trusted teammate.
• Demonstrated experience in drafting, preparing, and editing dynamic and high-visibility communications for executive leaders.
• Exceptional calendar management skills, with a track record of efficiently coordinating complex schedules, meetings, and priorities for senior leaders.
• Effective problem-solving and analytical skills.
• Intermediate or expert-level skills with technology tools: Outlook, Excel, Word, Teams, etc.
• Understanding of how large organizations work and the ability to get things done through formal and informal channels.
• Desirable Qualifications:
• Knowledge of King County and/or Metro Transit policies and procedures.
• Experience with other Microsoft products, such as SharePoint and Visio.
• Experience with other software such as DocuSign, Adobe Acrobat, and Zoom.
• Experience with business intelligence tools such as Microsoft Power BI, with the ability to use and manage databases and dashboards and generate reports.
• Experience navigating a complex and dynamic organization.

Supplemental Information

• Application & Selection Process - Applications will be screened to determine whether candidates meet minimum qualifications, and for clarity, completeness, and responsiveness to the application instructions above. Applications will then undergo a blind panel review. Highly competitive applicants may be invited to participate in interviews. Formal offers will be finalized after candidates have successfully completed any necessary pre-employment processes, such as internal record reviews.
• This recruitment may immediately fill one (1) Appointed position and may also be used to establish an eligibility pool to fill future vacancies in this classification and within this division over the next twelve (12) months and will be utilized at the discretion of the hiring authority.

Work Schedule

This position is anticipated to be full-time, Monday through Friday, 8:00 AM to 5:00 PM, with some evening and weekend work required as needed.