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Administrative Assistant

1 day ago

Lynnwood, Washington, United States Lynnwood Public Facilities District Full time

The Lynnwood Public Facilities District ("The District") is an independent state agency created in 1999 to provide community and economic benefits for the City of Lynnwood and Snohomish County.

The District is growing its investment in Lynnwood with a transformational civic master plan that will redevelop 13 acres of low-rise retail into a walkable, arts, culture, entertainment, events – and everyday destination. The 13 acres of land and buildings include the Lynnwood Event Center plus four additional freestanding buildings which were part of a 1960's-era strip mall with almost 9 acres of asphalt surface parking.

The Administrative Assistant supports the operations of the Lynnwood Public Facilities District (PFD), the Lynnwood Event Center, and the Plaza retail shopping center. Under the supervision of the Operations Manager, this position performs a wide range of daily administrative, clerical, and office‑support functions to meet organizational needs during a period of growth and transition.

Key Responsibilities:

Office Operations and Clerical Support: Lead daily administrative operations including communications, mail distribution, scheduling, and office supplies. Manage shared calendars for members of the leadership team as assigned. Assist in the transition and maintenance of filing systems from physical to electronic formats. Perform receptionist duties as needed, including greeting visitors and responding to general inquiries. Maintain a professional, organized, and welcoming office environment.

Meeting Coordination and Hospitality: Coordinate and schedule meetings for leadership, staff, and external partners. Host onsite meetings on behalf of The District, including coordinating food and beverage service. Provide basic AV assistance and troubleshooting during meetings. Provide notetaking or meeting support when requested. Administer the Executive Director's high-volume calendar with sound judgment, discretion, and strategic prioritization.

Document Editing and Records Support: Assist staff with document proofreading, editing, formatting, and composition. Prepare reports, presentations, spreadsheets, and other materials as requested. Support document retention practices and ensure materials are properly organized and accessible.

Events Assistance: Assist with event planning and coordination. Support The District public events – evening and weekend attendance required for a handful of events throughout the year.

Office Culture & General Support: Coordinate internal office activities such as birthdays, anniversaries, and staff milestones. Assist with hospitality, catering, and lunch orders for meetings and visitors. Office management and ordering supplies, ensuring board rooms are tidy and plants are watered. Support adherence to office policies and procedures. Represent the PFD in a professional and positive manner to the public and partner organizations.

Qualifications

  • Minimum of two to three years of administrative or office support experience.
  • Experience supporting meetings, events, or public‑facing organizations preferred.
  • Bachelor's degree or equivalent experience preferred.

Required Skills

Proven experience in an administrative role within an office environment and a strong understanding of office management procedures.

  • Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and SharePoint.
  • Comfort using video conferencing and virtual meeting platforms.
  • Excellent organizational, time‑management, written, and verbal communication skills, including editing and proofreading.
  • Strong analytical and problem‑solving abilities.
  • High level of emotional intelligence and professionalism.
  • Ability to work independently and manage multiple priorities in a small office environment.
  • Strong attention to detail and discretion in handling sensitive information.

Compensation and Benefits:

  • Annually $51,500 with room to grow.
  • Medical, Dental and Vision Insurance covered at 100%
  • Eligible for PTO after one month of employment
  • Washington State PERS Retirement

The Lynnwood Public Facilities District is an equal opportunity employer.

Job Type: Full-time

Pay: From $51,500.00 per year

Benefits:

  • Dental insurance
  • Health insurance
  • Paid time off
  • Retirement plan
  • Vision insurance

Experience:

  • Administrative support: 3 years (Required)

Ability to Commute:

  • Lynnwood, WA Required)

Work Location: Hybrid remote in Lynnwood, WA 98036