Executive Assistant

Best to apply by 9/25/2026. Position open until filled.

ESD 113 learns from and cares for our staff, schools, students, families, and the land, works alongside communities to build pathways that expand opportunity, and acts with collective purpose to advance educational justice.

This is a full-time, exempt position, that requires evening and weekend work.

Benefits include Medical/Vision/Dental Insurance; FSA/DCAP; Life/AD&D Insurance; LTD Insurance; EAP; Retirement; DCP; Annual Leave, Sick Leave, Holiday Pay and Personal Leave.

Required attachments: Transcript, Resume and Cover Letter

Please see the job description below for a list of Essential Functions and Job Requirements.

Purpose Statement

The job of Executive Assistant is done for the purpose/s of providing a wide variety of complex, diverse, and confidential administrative and secretarial support to the Superintendent; communicating information on behalf of Superintendent to school and system staff, other school systems, and public agencies; ensuring compliance of Superintendent's office and Board activities with financial, legal, and administrative requirements; and acting as liaison between the Superintendent, the staff and the public to provide information, address a variety of issues, and provide general support.

Work is performed with minimal supervision, requires independent thinking and the exercise of good judgment. This position interacts on a daily basis with executive management, elected officials, representatives of outside organizations and the general public.

This job reports to the Superintendent.

Essential Functions

●  Acts as liaison to the Superintendent and Executive Team (e.g. scheduling appointments, coordinating superintendent's schedule, establishing priorities, briefing him/her before meetings, etc.) for the purpose of ensuring the smooth operation of Administration.

●  Attends Board meetings for the purpose of ensuring the actions of the Board are recorded accurately and efficiently resulting in permanent Board minutes.

●  Compiles data from a variety of sources (e.g. agenda items, special projects and assignments, payroll, budget, etc.) for the purpose of complying with financial, legal, and administrative requirements.

●  Composes complex documents (e.g. executive summaries, correspondence, agendas, minutes, etc.) for the purpose of communicating information to ESD 113 personnel and the public.

●  Coordinates a variety of programs and activities (e.g. meetings, appointments, workshops, travel and accommodations, etc.) for the purpose of ensuring availability of facilities and equipment while delivering services in conformance to established guidelines.

●  Ensures accurate approval and publishing of new and updated Board Policies and agency procedures for the purpose of best-practice management and communication to staff and the public.

●  Evaluates situations involving a variety of groups and individuals (e.g. staff, students, parents, the public, etc.) for the purpose of taking appropriate action and directing to appropriate personnel for resolution.

●  Maintains a variety of documents, files, and records for the purpose of providing up-to-date reference and audit trail for compliance.

●  Makes travel arrangements, and processes all travel reimbursement requests for the purpose of ensuring Board travel is processed accurately and in accordance with Board-specific travel policies.

●  Manages Superintendent's calendar of activities and appointments (e.g. scheduled appointments, travel, meetings, etc.) for the purpose of organizing and prioritizing routine tasks while using independent judgment as necessary.

●  Manages the Board meeting schedule to comply with all requirements for the purpose of notification and best-practice scheduling.

●  Monitors assigned activities and program components for the purpose of coordinating activities and ensuring compliance with established financial, legal, and administrative requirements.

●  Performs a variety of financial functions for the Administration team (originates purchase orders, reconciles credit card transactions, verifies charges and provides supporting documents) on assigned account(s) in a timely manner, for the purpose of maintaining accurate financial records and meeting reporting deadlines.

●  Prepares a wide variety of written materials (e.g. correspondence, reports, memos, letters, etc.) for the purpose of documenting activities, providing written reference, and conveying information.

●  Prepares and publishes the monthly Board reports, consent agenda, and other items (warrant register, contracts) for Board consideration at work sessions, and regular and special Board meetings for the purpose of ensuring the Board receives complete and timely financial and contract information each month.

●  Researches a variety of information (e.g. current practices, policies, education codes, etc.) for the purpose of providing information, recommendations, and addressing a variety of administrative requirements.

●  Responds to a wide variety of calls, concerns, inquiries, and complaints for the purpose of resolving problems, providing information, and referring to appropriate personnel.

●  Serves as a liaison to committees and organizations on behalf of the Superintendent and Board (e.g. events committee, agency support team meetings, WASA113, honorary awards committee, etc.) for the purpose of conveying and gathering information required for ESD operations.

●  Serves as WASA Region 113 Treasurer (e.g. invoices membership, deposits funds in bank, prepares checks, reconciles bank statement, creates financial statements, etc.) for the purpose of maintaining accurate financials.

●  Supervises and manages the staffing and finances (including, monthly reconciliation, and budget) of a variety of activities (e.g. work schedules for front office support staff, fingerprinting services, reception area, event center, etc.) for the purpose of meeting reporting deadlines, providing accurate financial statements, and leadership and direction in the Administration offices.

●  Supports a variety of individuals and groups (e.g. ESD 113 Superintendents, Executive Team, Administrative Team, Board members, etc.) for the purpose of providing assistance with their administrative functions, fostering communications across ESD 113, and maintaining strict confidentiality with all parties.

●  Travels, as needed, for the purpose of supporting the Superintendent, Board, and Event Center, as well as completing the essential functions of the position.

Other Functions

●  Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.

●  Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Knowledge, Skills and Abilities

Knowledge is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; and accounting and bookkeeping principles.

Skills are required to perform single, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment; using pertinent software applications; planning and managing projects; performing standard bookkeeping; and preparing and maintaining accurate records.

Abilities is required to schedule a significant number of activities, meetings, and/or events; often gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Independent problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities; communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; and working with detailed information.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; monitoring budget expenditures. Utilization of resources from other work units is often required to perform the job's functions. There is some opportunity to significantly impact the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, and significant fine finger dexterity. Generally the job requires 50% sitting, 25% walking, 25% standing. This job is performed in a generally clean and healthy environment.

Education and Experience Requirements

Experience: Job related experience with increasing levels of responsibility is required.

Education: High School diploma or equivalent.

Equivalency: AA degree preferred, though may be waived in lieu of any combination of education and experience that provides the required knowledge, skills, and abilities of the position.

Position Information

FLSA Status: Exempt

Approval Date: 11/18/2021

Revised Date: 09/08/2026

Pay Grade: Range 56

Required Testing, Certificates and Licenses

Required Testing:

• None Specified

Certificates and Licenses:

• Valid Driver's License and Evidence of Insurability

Continuing Education and Training:

• None Specified

Clearances:

• Criminal Justice Fingerprint/Background Clearance
• WA State Sexual Misconduct Disclosure Release

Capital Region ESD 113 is an Equal Opportunity Employer