Film and Special Events Administrative Assistant
Film and Special Events Administrative Assistant
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Job Description
Position Description
We are looking for an Administrative Assistant who will support the Film and Special Events Offices providing administrative support to a team of five.
Job Responsibilities
Do you want to learn more about this role
Your top 3 priorities will be providing administrative support to:- Film and Special Events offices:
- Maintaining department files logs indexes and record keeping systems
- Triaging sharing and/or responding to general Special Event and Film inquiries
- Maintaining appropriate historical data including preparing and processing record retention cycles and scanning documents for electronic storage
- Film Commission and Special Events Committee meetings:
- Taking preparing and distributing minutes and records of official meetings and proceedings for Special Events Committee Special Events Sub-Committee and Film Commission meetings
- Scheduling meetings
- Assisting with set-up of new Commission and Committee members
- Monitoring member lists
- Maintaining lists of items and events to be reviewed by the Committee and Commission
- Film and Special Events permitting functions:
- Receiving and preparing permit applications for Special Events and Film
- Maintaining databases that track financing permit activity and calendars
- Creating and issuing invoices for Special Events and Film permits as well as receiving and processing payments and issuing receipts and deposits
- Assisting with permit processing to review applications to ensure they are complete
- Reviewing and evaluating required program or department documents for completeness appropriateness and/or to determine program eligibility and processing documents according to guidelines
You will be most successful in this role if you possess a combination of the following:
Technical Skills in:
- Outlook
- SharePoint
- Microsoft Office Suite (Word Excel Outlook PowerPoint)
- OneDrive
- Microsoft Teams
- WebEx
Experience with:
- Taking meeting minutes compiling information and timely distribution of notes to all meeting participants and relevant groups in an easy-to-understand format
- Scheduling meetings for large groups
- Acting as the first point of contact for phone calls and emails to the office including triaging to the appropriate person and answering basic questions
- Taking credit card payments over the phone and creating invoices and receipts
Ability to:
- Navigate multiple systems and processes
- Complete tasks and stay organized in a fast-paced high-volume and often politically-charged office environment
- Juggle multiple projects with varying timelines and priorities
- Take a customer service-focused approach in interactions with stakeholders including members of the public
- Understand major event and/or film production operational and coordination complexities
- Be ready to collaborate and help out where needed when urgent tasks arise
- Act as a great teammate and apply your written and verbal communication skills
- Be thorough and highly organized in your work
- Film and Special Events offices:
Qualifications
In addition to the qualities mentioned above you will need to possess the below required qualifications (or a combination of education training or experience which provides an equivalent background required to perform the work of the class):
- Two years of clerical support experience
OR
- An Associate Degree
- One year of clerical support experience
As well as the following requirements:
- Ability to pass a background investigation
Additional Information
This position is eligible for overtime and is classified as an Administrative Specialist II-BU and is governed by a collective bargaining agreement between the City and the union PROTEC17 Administrative Support Unit. The full pay range for this step-progression position is $35.61 - $39.87 per hour. New employees begin at Step 1 of the pay progression which is $35.61 hourly. Current City employees starting rate of pay will be based on Personnel Rules regarding promotions.
Interviews for this position are tentatively scheduled for Wednesday September 10 and/or Thursday September 11 2025.
We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process to perform essential job functions and to receive other benefits and privileges of employment. Please contact Nicolette Hornbeck at to request accommodation.
This position offers the flexibility of a hybrid work schedule. Employees will be expected to be in-office three times a week. The team currently works in the office Tuesday Wednesday and Thursday. Individual schedules will be based on agreement between the employee and their supervisor.
Individuals selected to fill this position may be eligible to receive Language Premium Pay (SMC 4.20.360) which provides a $200.00 monthly stipend to qualified bilingual employees who are properly evaluated and assigned to provide direct communication in-language interpretation or translation services to the public on behalf of the City of Seattle.
Applicants will need to successfully pass a background check which will be conducted in accordance with Seattles Fair Chance Employment Ordinance SMC 14.17. Applicants will be given a chance to explain or correct background information and provide verifiable information of good conduct and rehabilitation.
The City of Seattle recognizes every City employee must play a role in ending institutional and structural racism. Our culture is the result of our behavior our personal commitments and the ways we courageously share our perspectives and encourage others to do the same. To cultivate an antiracist culture we seek employees who will engage in the Race and Social Justice Initiative by working to dismantle racist policies and procedures unlearn the way things have always been done and provide equitable processes and services.
The City of Seattle offers a comprehensive benefits package including vacation holiday and sick leave as well as medical dental vision life and long-term disability insurance for employees and their dependents. This position is also required to participate in the Citys Retirement program. More information about employee benefits is available at: You can learn more about the Citys retirement benefits by reviewing page 2 of the 2025 Most Employee Benefits-at-a-Glance guide located under Benefits Guides.
APPLICATION PROCESS:
Please submit your application at later than 4:00pm Pacific Time on Tuesday August 26 2025.To be considered for this position in addition to completing your application fully please attach:
- A PDF of your current resume which illustrates your related skills experience and abilities
- Cover Letter explaining your interest in this opportunity with the Office of Economic Development and capability to perform in this role
This position is open to all candidates that meet the minimum qualifications. TheOffice of Economic Development values diverse perspectives and life experiences. Applicants will be considered regardless of race color creed national origin ancestry sex marital status disability religious or political affiliation age sexual orientation medical condition or pregnancy. TheOffice of Economic Development encourages people of all backgrounds to apply including people of color immigrants refugees women LGBTQ people with disabilities veterans and those with diverse life experiences. If you have questions please contact Nicolette Hornbeck at .
Employment Type
Full-Time
