Job Details

Salary: $60,132.00 - $80,820.00 Annually
Location : Thurston County - Olympia, WA
Job Type: Full Time - Permanent
Remote Employment: Flexible/Hybrid
Job Number: 2026-02987
Department: Office of Superintendent of Public Instruction
Division: Pathway Preparation and Title Programs
Opening Date: 04/08/2026
Closing Date: 4/15/2026 11:59 PM Pacific

Description
GENERAL SERVICE

JOBANNOUNCEMENT
Administrative Assistant 5 - Executive Assistant - Pathway Preparation and Title Programs
$60,132-$80,820 annually
Closes April 15.2026
The Washington State Office of Superintendent of Public Instruction (OSPI) seeks to fill an Administrative Assistant 5- Pathway Preparation and Title Programs role. This full-time position is based in Olympia, Washington. This position may be eligible for occasional and limited telework following the onboarding period but will primarily be working in-building 5 days/week. Telework is a combinationof in-building and off-site days. We encourage interested candidates to visit the OSPI website to gain insight into our agency.
About OSPI and our initiatives

OSPI is the primary agency charged with overseeing public K-12 education in Washington state. Working with thestate's 295 public school districts and7state-tribal education compact schools, OSPI allocates funding and provides tools, resources, and technical assistance so every student in Washington is provided with a high-quality public education.
At OSPI, we recognize that our employees are the key tothe success of the agency. We are committed to our work but value the balance with our personal lives. We demonstrate our commitment to employees by providing an environment that stimulates professional growth and values them for their expertise. OSPI is a great place to work and has several initiatives to help create a great working environment, including:

• We support a healthy work/life balance by offering flexible/alternative work schedules and mobile and telework options. (Depending on job duties and work location.)
• We have an Infant at Work Program that is based on long-term values of newborns and infant-parent bonding. Eligible employees who are new parents or legal guardians can bring their infant ( weeks to six months) when returning to work. (Depending on job duties and work location.)
• We value and are actively involved in promoting diversity, equity and inclusion within OSPI by way of cross-divisional, collaborative committee. The focus of the committee includes employee engagement and education; reinforcing OSPI values; and maximizing the value of diversity and identifying strategies for inclusion.

Vision, Mission, and Values
Vision: All students prepared for post-secondary pathways, careers, and civic engagement.

Mission: Transform K-12 education to a system that is centered on closing opportunity gaps and is characterized by high expectations for all students and educators. We achieve this by developing equity-based policies and supports that empower educators, families, and communities.
Values: Ensuring Equity, Collaboration and Service, Achieving Excellence through Continuous Improvement, Focus on the Whole Child
Equity
Each student, family, and community possesses strengths and cultural knowledge that benefits their peers, educators, and schools. Ensuring educational equity:

• Goes beyond equality; it requires education leaders to examine the ways current policies and practices result in disparate outcomes for our students of color, students living in poverty, students receiving special education and English Learner services, students who identify as LGBTQ+, and highly mobile student populations.

• Requires education leaders to develop an understanding of historical contexts; engage students, families, and community representatives as partners in decision-making; and actively dismantle systemic barriers, replacing them with policies and practices that ensure all students have access to the instruction and support they need to succeed in our schools.

Position Overview

The Executive Assistant reports to the Assistant Superintendent in the Pathway Preparation and Title Programs division and provides direct and confidential administrative support. The Pathway Preparation and Title Programs division comprised the following departmental teams: Career and Technical Education, Federal and State Supplementary Programs, Graduation and Pathway Preparation, Learning Options, and Operations. This position provides guidance to program staff across the division and to other administrative support professionals across the division and has delegated authority to act in the absence of the Assistant Superintendent on administrative matters including correspondence, coordinating personnel actions, travel approvals, assigning and tracking policy review and correspondence assignments, developing administrative procedures and practices, receiving and responding to customer service needs. Additionally, the Executive Assistant functions as the liaison between the Assistant Superintendent and other members of the Cabinet and Executive Leadership team and divisions, various administrations, agencies, and external partners and stakeholders.
Key Responsibilities

Administrative Support

• Providing direct, confidential, professional, executive-level administrative support to the Assistant Superintendent.
• Managing the Assistant Superintendent's calendar, meetings, and commitments.
• Using the knowledge of OSPI/OFM/SAAM rules and procedures; manage travel, itineraries, and all required documentation for the Assistant Superintendent.
• Apprising and prioritizing for the Assistant Superintendent on matters judged urgent, confidential, and sensitive.
• Working closely with the Assistant Superintendent to develop avenues for cross-agency collaboration, including supporting and participating in various projects and initiatives.
• Tracking the status of various projects and initiatives within the division and ensuring deadlines are met.
• Coordinating statewide committee meetings, conferences, workshops, and professional development sessions including preparation of meeting notices, completion of required agency approval request paperwork, communication with invitees, making logistical arrangements, preparing meeting materials and handouts (such as final editing of presentations, refinement of meeting agendas, etc.), initiating contracts, completing committee travel, and capturing meeting minutes, as necessary.
• Organizing recruitment, hiring, and onboarding process for new position/new employees.
• Supporting and coordinating purchasing, contracts, budget management, and other fiscal support.

Administrative Leadership

• Serving as a leadership member in the Pathway Preparation and Title Programs division, a lead for the section's administrative support staff team, and a contributing member of the OSPI Executive Assistants team.
• Providing leadership to the team of support staff within the division by proactively communicating new processes and resources, initiating improvements to processes, providing ongoing guidance for learning and execution of work, and mentoring new administrative staff.

• Evaluating workload needs across division departments and adjusting the approach and staffing deployment as needed.
• Providing guidance and training to new administrative support staff on an ongoing basis until staff become proficient with knowledge of the OSPI/OFM/SAAM rules and procedures for preparation and processing of internal documents in compliance with agency policies and procedures (i.e., travel, contracts, and purchasing).
• Additional responsibilities maybe assigned as required to support the needs of the agency, division, or department.

Divisional Communication and Records Support

• Composing, editing, and finalizing correspondence in a clear and professional manner on behalf of the Assistant Superintendent to agency staff, school district staff, elected officials, public and private entities, legislative staff, stakeholders, and constituents in accordance with agency and statewide executive correspondence guidelines.
• Providing final copyedit and review of all reports and publications created by division staff.
• Maintaining, organizing, and archiving (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.
• Respond to and organize responses for public records requests for the division.

Required Qualifications:

• Minimum of 5 years of progressively responsible administrative experience, preferably in a public sector organization.
• Minimum of 3 years of experience creating, formatting, and proofreading correspondence, documents, and manuals.
• Minimum of 2 years of experience supervising or leading others towards shared goals.
• Ability to independently and proactively conduct research to respond to staff and constituent inquiries.
• Experience and in-depth knowledge of effective administrative functions, project management, continuous improvement, and high-level customer service.
• Proficient with the Microsoft Office Suite, especially with Microsoft Outlook, Word, Excel, and Teams.
• Ability to proactively learn and apply learning of technology (for example, SharePoint, Smartsheet, etc.).

Desired Qualifications:

• Bachelor's degree in business administration, communication, or related field.

• Demonstrated work experience supporting executive leadership level staff.
• Demonstrated strong knowledge of the Office of Financial Management and State Administrative and Accounting Manual rules and regulations. Experience coordinating state travel and purchasing.
• Evidence of successful project management and high-level organizational skills.
• Demonstrated proactive communication skills, including anticipating information needs, providing timely status updates, and escalating risks and issues with appropriate context and recommended next steps.
• Demonstrated ability to work as a self-starter-independently prioritizing workload, taking initiative, and following through on commitments with minimal direction.
• Demonstrated ability to anticipate needs and remove barriers by identifying upcoming deadlines, dependencies, and customer expectations, and taking action to ensure work stays on track.
• Solution-oriented approach to work, including the ability to analyze situations quickly, propose options, and implement practical improvements to processes and administrative systems.
• Demonstrated honesty, trustworthiness, and sound judgment when handling sensitive and confidential information, with a high level of professionalism and discretion.
• Knowledge of statewide education organizations, school districts, and educational service districts.

Compensation
The annual compensation for the position is $60,132-$80,820 per year and depends upon experience, educational background and qualifications. Geographic differentials may be applied based on work location of successful candidate. Washington State offers a generous benefit package including health, dental and life insurance, retirement and an optional deferred compensation program. Please visit Health Care Authority for information regarding health benefits and the Department of Retirement Systemsfor retirement plan information. This is a general service position. This position is not represented by a bargaining unit.
Application Process

Those interested in this position must apply throughCareers.wa.gov. Applications must include the following documents in MS Word or PDF format:

• A letter of interest specifically addressing the qualifications listed in this announcement;
• A current résumé, and;
• A list of three or more professional references.

NOTE: Your resume and letter of interest must be attached to your application. Please confirm they are attached before you submit.
Please address any questions to:

Sal Salazar, Human Resources

Office of Superintendent of Public Instruction
600 Washington Street Southeast
Olympia, Washington 98504-7200

360-###-####: ...@k12.wa.us

Persons needing accommodation in the application process or this announcement in an alternative format may contact the Human Resources Office at (360) ###-#### or (360) ###-####, or ...@k12.wa.us.
New Jobs Alert Service

OSPI offers a subscription service, which regularly notifies subscribers of new OSPI employment opportunities on careers.wa.gov. Subscribers are notified via text or email alert. If you are interested in this service, then please subscribe at this location.
OSPI is an equal opportunity employer and encourages applications from job seekers who will contribute to our diversity. OSPI provides equal access to all programs and services without discrimination based on sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation including gender expression or identity, the presence of any sensory, mental, or physical disability, or the use of a trained dog guide or service animal by a person with a disability. If you would like, please include your name and gender pronouns in your application, to ensure we address you appropriately throughout the application process. Persons needing accommodation in the application process or this announcement in an alternative format may contact the human resource consultant listed in "Application Process."
More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.

Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.

Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.

Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.

To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.

Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.

Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.

The Washington State Employee Assistance Program promotes the health and well-being of employees.

Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.

Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.

Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.

Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.

Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.

Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.

Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.

Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.

Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.

Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.

Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.

Pay status includes hours worked, time on paid leave and paid holiday.

As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.

Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.

Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.

Bereavement Leave
Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.

Additional Leave
Leave Sharing

Family and Medical Leave Act (FMLA)
Leave Without Pay

Please visit the State HR Website for more detailed information regarding benefits.

Updated 01-07-2026
01

Please select the answer that best describes your

• I have 5-6 years of progressively responsible administrative experience (preferably in a public sector organization).
• I have 6-8 years of progressively responsible administrative experience (preferably in a public sector organization).
• I have 8-10 years of progressively responsible administrative experience (preferably in a public sector organization).
• I have 10+ years of progressively responsible administrative experience (preferably in a public sector organization).
• None of the above

02

How many years of experience do you have creating, formatting, and proofreading correspondence, documents, and manuals?

• I have 3-4 years of experience creating, formatting, and proofreading correspondence, documents, and manuals.
• I have 4-6 years of experience creating, formatting, and proofreading correspondence, documents, and manuals.
• I have 6-8 years of experience creating, formatting, and proofreading correspondence, documents, and manuals.
• I have 8+ years of experience creating, formatting, and proofreading correspondence, documents, and manuals.
• None of the above

03

How many years of experience do you have supervising or leading others towards shared goals?

• I have 2-3 years of experience do you have supervising or leading others towards shared goals
• I have 3-5 years of experience do you have supervising or leading others towards shared goals
• I have 5-7 years of experience do you have supervising or leading others towards shared goals
• I have 7+ years of experience do you have supervising or leading others towards shared goals
• None of the above

04

Please describe your experience and depth of knowledge in administrative functions, project management, continuous improvement, and delivering high-level customer service.

• I have limited experience with administrative functions and project management. I am not very familiar with continuous improvement practices and have only basic exposure to customer service.
• I have some experience supporting administrative tasks and assisting with small projects. I understand basic customer service principles and have limited experience applying continuous improvement concepts.
• I have solid experience in administrative functions and have contributed to project management efforts. I apply customer service best practices consistently and have a working knowledge of continuous improvement.
• I have deep expertise in administrative leadership and project management, including overseeing complex initiatives. I lead continuous improvement efforts and consistently deliver exceptional, high-level customer service with measurable results.
• None of the above

05

Please describe your proficiency with the Microsoft Office Suite, especially Microsoft Outlook, Word, Excel, and Teams.

• I have very limited experience using Microsoft Office applications.
• I have basic experience using Microsoft Outlook, Word, Excel, and Teams. I can perform simple tasks but may need guidance for more advanced features.
• I am comfortable using Microsoft Outlook, Word, Excel, and Teams for daily tasks. I can manage email, create documents, use basic Excel functions, and collaborate in Teams effectively.
• I have expert-level proficiency in Microsoft Outlook, Word, Excel, and Teams. I leverage advanced tools such as complex Excel functions, automation, integrations, and collaboration features to optimize workflows and support organizational goals.
• None of the above

06

Do you have experience coordinating state travel and purchasing?

• Yes
• No

07

Did you attach the required documents (cover letter, resume, list of references)?

• Yes
• No

08

How did you hear about this job opportunity?)

• Careers.wa.gov
• OSPI Jobs Page
• Linkedin
• Facebook
• OSPI Employee Referral
• Military Outreach Event
• Career Fair
• Other

09

Do you currently have a relative working in our agency?
10

Are you currently an employee at the Office of Superintendent of Public Instruction (OSPI)?

• Yes
• No

Required Question