About the District
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.
Position Summary
The Executive 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 Director of Operations, 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.
This role is responsible for supporting efficient office operations, providing professional front\-office support, and ensuring strong internal coordination across teams and external partners. In addition to general administrative responsibilities, the position provides calendar management, scheduling coordination, and logistical support for members of the leadership team.
The Executive Assistant must demonstrate strong judgment, exceptional organizational skills, and the ability to effectively prioritize competing requests in a fast\-paced and evolving environment. The role requires the ability to pivot quickly as priorities shift, anticipate needs, and maintain professionalism and composure while supporting multiple stakeholders.
The role must exercise discretion with sensitive information and demonstrate a high level of emotional intelligence when interacting with leadership, staff, partners, and the public. Success in this role requires proactive communication, strong prioritization skills, and the ability to balance multiple responsibilities while supporting leadership productivity.
Executive Assistant works closely with the Leadership Team, Program Manager, Event Center leadership, and external partners. The position plays a key role in supporting leadership effectiveness through thoughtful coordination, proactive communication, and well\-managed scheduling. This role is well suited for someone who is organized, collaborative and enjoys a mission\-driven public organization in a dynamic and evolving environment. There is flexibility to work on site and occasionally remotely, with on\-site presence required for core office functions and meetings.
Key Responsibilities
Office Operations and Administrative Support. Lead daily administrative operations including office organization and supplies management, communications, mail distribution and scheduling coordination to ensure leadership productivity. Maintain shared calendars for members of the leadership team as assigned, exercising good judgment in prioritizing meetings, resolving scheduling conflicts, and coordinating internal and external commitments. 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.
Executive Support and Calendar Management. Provide administrative and logistical support to leadership, including calendar management, meeting prioritization, and preparation for internal and external engagements. Coordinate schedules across multiple stakeholders, ensuring efficient use of leadership time and anticipating scheduling needs when possible. Maintain discretion when handling confidential information, communications, and sensitive matters.
Meeting Coordination and Hospitality. Coordinate and schedule required meetings for leadership, staff, and external partners. Prepare meeting logistics including scheduling, room setup, materials, and agendas when requested. Host onsite meetings on behalf of the District, including coordinating food and beverage service. Provide basic AV assistance and troubleshooting during meetings. Provide note\-taking or meeting support when requested.
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 District public events – occasional evening and weekend attendance required for multiple 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. 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, office support, or executive assistant experience.
- Experience supporting leadership scheduling, meetings, or complex calendars preferred.
- Experience supporting meetings, events, or public\-facing organizations preferred.
- Bachelor’s degree or equivalent experience preferred.
- Proven experience in an administrative role within an office environment and a strong understanding of office management procedures.
- Experience supporting leadership through scheduling coordination, calendar management, and meeting logistics.
- Demonstrated ability to work effectively in a fast\-paced, dynamic environment with evolving priorities. Ability to pivot quickly, adapt to changing circumstances, and respond to emerging needs with professionalism and sound judgment.
- Expert\-level prioritization skills, with the ability to manage multiple competing requests, balance urgent and long\-term priorities, and ensure leadership time and organizational resources are used effectively.
- High emotional intelligence and interpersonal awareness, with the ability to navigate sensitive situations, build positive working relationships, and communicate effectively with leadership, staff, partners, and the public.
- 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.
- Ability to work independently while coordinating effectively in a small, collaborative office environment.
- Strong attention to detail and discretion in handling sensitive and confidential information.
- Dental insurance
- Health insurance
- Paid time off
- Parental leave
- Professional development assistance
- Retirement plan
- Vision insurance
Required Skills
Job Type: Full\-time
Pay: $31\.00 \- $35\.00 per hour
Expected hours: 40 per week
Benefits:
Work Location: Hybrid remote in Lynnwood, WA 98036