Administrative Assistant

About the role

We are looking for an Administrative Assistant to provide high-level administrative and operational support for a busy department in SeaTac, Washington. This Contract position is ideal for someone who can manage confidential information, coordinate multiple priorities, and keep office processes running smoothly with minimal direction. The role also supports department communications, records administration, reporting, and meeting coordination while serving as a dependable resource for leadership and staff.

Responsibilities

• Deliver advanced administrative support to department leadership and staff, independently managing day-to-day office coordination and handling sensitive information with discretion.
• Research and assemble information from multiple sources, then prepare clear reports, presentation materials, and public-facing documents for meetings, publications, and community outreach.
• Maintain a strong working knowledge of departmental programs, procedures, staffing assignments, and active initiatives to support efficient internal operations.
• Oversee department web content and promotional materials, reviewing and organizing copy for guides, flyers, and online updates in partnership with communications teams.
• Administer filing and records systems in compliance with Washington State archiving requirements, coordinate public records responses, and support electronic records organization and routing.
• Track incoming and outgoing correspondence, maintain logs for assignments and schedules, and follow up with team members to help ensure timely completion of priorities.
• Assist with budget preparation by collecting cost information, compiling financial data, monitoring spending activity, and distributing regular budget status updates to leadership.
• Evaluate office procedures and administrative workflows, recommend improvements, and create standard operating documentation to strengthen consistency and efficiency.
• Provide direction and scheduling support for clerical staff, contribute to performance feedback, and help maintain effective daily coverage within the office.
• Support boards, committees, and leadership meetings by preparing agendas, recording minutes, and assembling status reports, charts, graphs, and presentation materials as needed.

Qualifications

• Demonstrated experience providing administrative support in an organized office environment.
• Strong ability to manage confidential information, balance competing priorities, and work effectively with limited supervision.
• Experience preparing reports, correspondence, meeting materials, and other business documents with a high level of accuracy.
• Proficiency in data entry, records management, and maintaining organized tracking systems for office activities and communications.
• Ability to coordinate calendars, meetings, and follow-up tasks while supporting managers, directors, and cross-functional teams.
• Effective communication skills, including experience answering inbound calls, assisting visitors, and providing excellent customer service.
• Comfortable using office technology, web-based systems, and standard administrative software to support daily operations.
• Experience assisting with budget tracking, supply coordination, and general administrative office functions is preferred.

Benefits

Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan.