OFFICE AND ADMINISTRATIVE ASSISTANT

Land Acknowledgement

Waterfront Park is situated on the land of the Coast Salish peoples, who have resided here since time immemorial and continue to thrive. With respect and humility, we acknowledge the history of the waterfront, the dispossession of land from the Coast Salish people, and, most importantly, the strength and resilience of Native people and their culture through this history and to the present.

Equity Commitment

Friends recognizes and acknowledges historic and existing systemic racism embedded in our city. We are committed to becoming an anti-racist organization by prioritizing racial equity within the organization and in the public spaces we operate.

About Friends of Waterfront Seattle

Friends of Waterfront Seattle (“Friends”) is a non-profit partner to the City of Seattle, established in 2012 to help fund, steward, and activate a new 20-acre park along the downtown shoreline from Pioneer Square to Belltown. Construction of Waterfront Park will be fully complete in summer 2025. This new public space will serve as:

• An invitation to reconnect to the water, to the mountains, to our city, and to one another.
• A new cultural hub created in partnership with local nonprofits to deliver a full suite of free arts, recreation, and education programs at Pier 62. Partnerships will expand as Overlook Walk and Pier 58 are completed.
• A place to share the stories that illuminate the multiple histories and cultures that define Seattle and must shape its future.

• A safe and welcoming public space created through active programming, 24/7/365 on-site safety staff to support positive activity and discourage crime, and by compassionately connecting people in need to social services and resources.
• A green waterfront that will add 700 new trees and 150,000 shrubs and native plants to support the nearshore habitat and serve as a massive filtration system to remove pollutants from stormwater before it enters the sound. A massive new seawall supports healthy marine life and the migration of juvenile salmon.
• An economic accelerator – in addition to a one-time overall economic impact of $1.1B from construction, the Waterfront Seattle is expected to generate $317M in new visitor spending annually.

Position Summary

An important part of the organization, the Administrative Assistant is a full-time role reporting to the People & Culture Manager that will focus on providing cross-departmental administrative support in the organization and managing logistics within our office space in Pioneer Square. We are looking for a communicative person with strong administrative and technical skills, especially with the Microsoft 365 suite.

Position Responsibilities

Diversity, Equity and Inclusion (DEI)

• Contribute to an inclusive workplace culture; adhere to and help evolve Friends’ Community Agreements
• Center and embed the Friends’ diversity, equity, and inclusion (DEI) values and goals into every aspect of the role
• Embed accessibility, anti-ableism, and disability justice principles into project management, event coordination, and other aspects of your work

• Seek out and listen to different perspectives
• Help Friends ensure that Waterfront Park is safe, welcoming, and inclusive. We strive to focus on social support and holistic community safety
• Propel a culture of inclusion while collaborating cross departmentally within Friends
• Engage in regular conversations about race and equity through all-staff meetings and trainings

Administrative Support

• Support the in-person aspects of hybrid work including assisting with tracking office space reservations and keeping the space organized and well-stocked
• Assist with documenting workplace protocols and policies (i.e., COVID policy) as well as creating educational materials and occasionally presenting updates to staff
• Distribute the incoming inquiries from the public via email and phone to the appropriate people
• Administer multiple Friends’ accounts (Office@Hand, AT&T, DocuSign, ORCA, Amazon, etc.) and act as the point of contact

• In collaboration with other departments, order, deliver, and track office equipment and supplies as needed
• Act as the point of contact for building leasing agent, office maintenance, internet, and other vendors
• Occasionally take minutes at various meetings
• Sort and distribute incoming mail, packages, and large orders arriving at the office

IT & Internal Systems

• Serve as first point of contact for minor technical inquiries (i.e., password resets, Outlook questions, file access, hardware reboots, etc.) and elevate to IT consultant as needed
• Manage org-wide group Outlook calendar
• Assists with onboarding new staff through orientations about Friends' use of Microsoft Office, Office@Hand, and Asana.
• Tag and track the organization’s assets provided to employees in BambooHR (I.e., ORCA cards, keys, laptops, etc.)

• Maintain office equipment and coordinate service calls or work with our IT consultants to solve technical problems
• Using our accounts payable software, Beanworks AP, reconcile expense reports and input some invoices as needed

People & Culture Support

• Create ways to make the office more enjoyable (i.e., Halloween Scavenger Hunt, Coffee with CEO, Fun Time Committee support)

• Research, coordinate, and plan various internal and external events that align with the org’s values and commitment to DEI
• Plan and attend other team meetings and participate in activities necessary to foster a collaborative team environment
• Occasionally support in-person at events. In doing so, facilitate relationships with program attendees for events ranging from 10-3,000 people including checking guests in, getting waivers signed, taking pictures, putting up signage, and answering questions about events and the Waterfront Park

Qualifications and Competencies

Minimum Qualifications

• An interest in propelling diversity, equity, inclusion, and anti-racism to the forefront of your work
• Ability to foster a fun, collaborative, and trusting workplace environment with a positive attitude
• Intermediate-Advanced proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams, and SharePoint)

• Interested in improving and developing systems that can support a fast-growing organization
• Comfortable engaging and working directly with the public
• Excellent planning, organization, and prioritization skills while working independently and collaboratively on multiple projects
• Experience with tracking and managing projects in a virtual workspace, preferably using management tools such as Asana
• Creative and collaborative problem-solving skills

• Excellent communication skills
• This position is contingent on passing a background check.

Desired Qualifications

• An interest in community-centric public programming, outdoor arts and culture, recreation, and environmental stewardship

• Lived experience and cultural competency with underrepresented communities, including Black, Indigenous, Latine, disabled, and/or LGBTQ+ communities, and the ability to bring this lens to conversations about anti-racism, anti-oppression and embedding equity in all aspects of work
• Oral and/or written fluency in multiple languages a plus
• Experience with the Microsoft Admin Center and Azure AD
• Knowledge of Microsoft Groups, Teams, Shared Mailboxes, SharePoint and Power Automate
• Work or volunteer experience at a nonprofit or public space

Compensation and Benefits

The hourly pay for this role will be between $30-35 per hour. The schedule will be flexible (depending on the preference of the candidate) with a range of 30-40 hours per week. Benefits include employer paid medical, dental, life, and vision insurance, paid time off, WA PFML and additional supplement, ORCA card, and a 3% retirement account match.

Working Conditions

• This position is currently a flexible, hybrid role with at least 50% of the work being in Friends’ office in Pioneer Square. In office work requirements may change as necessary based on business needs. While typical office hours are Monday-Friday, 9-5, Friends is an event-based, seasonal organization. During event season (roughly May-September), many employees work a higher percentage of their time in-person. Friends has a dedicated onsite and during the event season, office employees are invited to assist onsite employees for events at the Waterfront.
• All employees must have full COVID-19 vaccination status. Friends follows King County Public Health guidelines.

The physical requirements of this role listed below are representative of those that may need to be met by an employee in this role:

• Operating a computer and other office equipment.
• Ability to work in an open office format with a fluctuating noise level – Friends' office is an open floor plan and teams often meet in person to collaborate. Noise levels can be low to moderate.

• Occasionally lifting up to 10 pounds; however, assistance with lifting or moving items can be provided
• The office in Pioneer Square has approximately 10 stair steps to the main building. Our office is on the first floor.

Friends is committed to improving hiring practices to be more inclusive and anti-ableist. We have reviewed the job requirements and only include physical abilities when completely necessary. During the interview process, we email the panel questions ahead of time. We are also able to provide captioning and/or interpretation (e.g., ASL) if requested. If you need specific assistance and/or accommodation during the application or recruiting process, please let us know by emailing our People & Culture team at dei@waterfrontparkseattle.org.