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Position  

Administrative Assistant 

Department  

Operations 

Reporting Relationship  

Director, Executive Administration 

Status  

Full-time; Non-Exempt; In-office position 

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. 

Duties & Responsibilities  

• 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 

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 $26.25 - $38.05. 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 to be considered . Applications will be reviewed on a rolling basis and the role will close March 27th, 2025.

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.