Administrative Assistant

Position
Administrative Assistant

Department
Operations

Reporting Relationship
Director, Executive Administration

Status
Full-time, Non-Exempt; In-office positions

Overview
Established in 1958, the Downtown Seattle Association (DSA) is a nonprofit membership organization whose mission is to create a healthy, vibrant downtown for all. By advocating on issues including transportation, economic development and the urban experience, DSA works to ensure that downtown remains a great place to live, work, shop and play. DSA also founded and manages the Metropolitan Improvement District, a business-improvement area spanning 285 square blocks downtown.

Position Overview
The Administrative Assistant plays an integral role on the Operations Team, performing a variety of administrative and clerical tasks to ensure the efficient and smooth day-to-day operation of the DSA office.

The Administrative Assistant will also directly support the President & CEO with scheduling and travel arrangements and may occasionally provide VP and Director-level executives with calendaring assistance as well.

Essential Duties and Tasks

  • Support CEO/President with meeting requests, scheduling, speaking requests and travel   arrangements. Complete and submit expense reports.
  • Provide onsite administrative support to our team members and stakeholders;
  • Welcome visitors to the office.
  • Serve as point of contact for internal and external customers.
  • Provide NEON CRM system support for task forces and committees.
  • Provide support to membership team including regular maintenance of CRM database and data entry related to membership.
  • Assist with in-person meeting preparation, including refreshments, room set-up, coordination of Outlook meeting room calendar, document preparation, etc.
  • Manage and maintain teleconferencing systems with vendor support.
  • Maintain office supply inventories and filing systems, interface with multiple vendors.
  • Light clean-up of break room, reception and meeting spaces; ensure meeting rooms are set up/cleaned up/well-maintained; coordinate with landlord as needed for repairs/maintenance.
  • Maintain and update contact lists, and office policies and procedures.
  • Assist in execution of employee events including All Hands meetings, holiday functions and other events/parties.
  • Responsible for incoming/outgoing deliveries, daily mail distribution, processing of outgoing bulk mail, operating multi-line phone system, maintaining updated phone list, supply ordering and inventory.
  • Operate and maintain general office equipment; coordinate with contractors for service.
  • Maintain storage unit management/inventory.
  • Occasional special projects as assigned by CEO or Director, Executive Administration.

Minimum Qualifications

  • Excellent oral and written communication skills, in English.
  • Outstanding customer service skills, positive attitude, and growth mindset.
  • Proficient with Microsoft Office suite.
  • Basic working knowledge of office equipment (printers, copy machines, mail meter).
  • Ability to communicate effectively and work with the internal and external customers.
  • Excellent attendance and reliability.
  • Self-motivated , organized, accurate and detail oriented.
  • Proven ability to meet deadlines and complete assigned tasks in a timely, professional manner.
  • Able to work productively with minimal supervision, as well as in team settings.
  • Highest standards of ethics and confidentiality.

Employment Details
DSA is committed to internal and market equity. The hourly range for this position is $25.24 – $35.58. Salary is determined based on internal and market equity, internal and market data/salary ranges, and the applicant’s job-related knowledge, skills, and experience. We will hire at the beginning of the salary range to allow future salary growth based on an employee’s performance, professional development and increases in responsibilities and duties. Downtown Seattle Association provides a comprehensive benefits package including but not restricted to:

*Medical/Dental/Vision Coverage
PTO/Personal Holidays
*Paid FMLA
*Life Insurance
*LTD
*ORCA Card
Flexible Spending Account
Employer-Matched 401(k) Contribution with up to 5% Match
*First Choice EAP
Corporate Discounts

*Employer paid benefit 

Application Instructions
Please submit your application materials to hr@downtownseattle.org Applications will be reviewed on a rolling basis. Deadline is December 22, 2023

We recognize the value of the Downtown Seattle Association and our affiliate organizations and programs reflecting the diversity of our community and are intentionally and actively seeking out applications from a variety of backgrounds, including members of the LGBTQIA+ community, and Black, Indigenous, and people of color (BIPOC).

We recognize the value of the Downtown Seattle Association and our affiliate organizations and programs reflecting the diversity of our community and are intentionally and actively seeking out applications from a variety of backgrounds, including members of the LGBTQIA+ community, and Black, Indigenous, and people of color (BIPOC).

Downtown Seattle Association is an equal opportunity employer. All employees and potential employees will be recruited, selected, trained, promoted, and, if necessary, disciplined without regard to sex, race, religion, creed, marital status, age, national origin, ancestry, color, sexual orientation, gender identity or expression, political ideology or activity, disability, honorably discharged veteran, or military status. All applicants are carefully screened, and full consideration is given to their training, education, skills, aptitudes, experience, and previous work record. In addition, DSA does not discriminate based on genetic information in its employment-related policies and practices, including coverage under its health benefits program.