Career Opportunities
Seafair Administrative Coordinator
About Seafair Charitable Organization
Before the Seahawks and Mariners called Seattle home, and before the 1962 World’s Fair that gave us the iconic Space Needle, Seattle celebrated Seafair. Since its inception 75 years ago, Seafair has grown into a multi-week festival spanning the Puget Sound, engaging more than two million people annually.
Though times have changed, Seafair remains true to its roots: it’s a summer-long festival produced by a small but mighty staff and fueled by thousands of volunteers, that brings the community together to celebrate the best of living in the Pacific Northwest.
Each year, we produce a summer-long festival with several Signature events, including the 4th of July Fireworks Show, Seafair Triathlon, Torchlight Parade, Fleet Week, and Seafair Weekend Festival. In addition, we support dozens of community events and festivals.
Currently, Seafair employs five full-time staff and a number of seasonal contractors who plan and execute all events. More than 1,000 volunteers support our efforts and make everything we do possible.
What We’re Looking For
As Seafair celebrates its 76th anniversary, we’re excited to grow our team by adding a versatile and dynamic Administrative Coordinator. This new role is designed for someone who thrives on variety and can seamlessly juggle multiple priorities—from supporting our staff and volunteers to serving as a liaison with the Board and helping coordinate events. Think of this person as Seafair’s “Swiss Army knife,” ready to tackle whatever comes their way with enthusiasm and efficiency. We promise you’ll never be bored!
What we offer:
$55,000 - $65,000 per year DOE
Comprehensive medical, dental, vision insurance paid by Employer. Dependent coverage for qualified family members is available.
Paid time off and holidays
Additional three weeks of fully paid office closures (one week in August, two weeks in December)
401(k) retirement plan
Remote work environment
What you’ll do:
(Remote) Office Management
Answer incoming general phone calls and emails and respond to inquiries and/or direct the calls.
Process, scan, and distribute mail weekly.
Fulfill information and document requests, as necessary.
Assist staff and volunteers as needed.
Monitor and forward communications to different staff and volunteers.
Organize meetings as needed.
Board of Directors Support
Serve as the liaison and provide support to the Board of Directors
Arrange and handle logistics for Board meetings, committee meetings, and events
Work with IT to obtain new BoardHub accounts and manage existing accounts
Assist with meeting facilitation such as: scheduling, drafting agendas, developing/distributing presentation materials, and recording meeting minutes
Compile and distribute the board meeting packets with the support of the CEO, Board Chair, and Committee heads.
Operational Support
Train and assist employees and volunteers with utilizing office systems including software applications, Seafair Hub, etc.
Follow up on new hire onboarding such as phones and computer equipment.
Manage IT vendor support tickets. Troubleshoot and escalate cases when necessary.
Event Support
Contact all Community Event organizers to obtain accurate dates and support as needed.
Be on site at all Seafair Signature Events and ready to assist when needed.
Volunteer Support
Help oversee 500+ volunteers for all Seafair Events.
Coordinate with Seafair Weekend Volunteer coordinators to support their use of VolunteerLocal
Provide customer service to volunteers via email, phone, and onsite
Help plan the fall Volunteer Appreciation event
Send thank you emails to volunteers
What you’ll bring:
The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
A passion for event planning and connecting with people in our community
Bachelor's degree in related area and/or equivalent experience/training
2-3 years of experience in administrative operations
Ability to be a self-starter and intrapreneur as well as the ability to work and collaborate effectively with colleagues, board members, vendors, and volunteers
Be proactive, organized, and handle work in uncertain environments
Willingness to work nights and weekends during events
Ability to demonstrate the following competencies:
Strong written and verbal communication skills
Strong relationship-building and excellent interpersonal, listening, analytical, and problem-solving skills
Knowledge of a variety of operational activities such as event planning, basic fundraising processes.
Ability to use sound judgment in responding to issues and concerns. Skill to analyze situations, define problems, identify and anticipate outcomes, formulate and communicate logical conclusions.
Project management
Strategic thinking
Adaptability and flexibility
Creativity
Time management; ability to balance priorities and meet deadlines
Basic computer skills and working knowledge of Microsoft Office
Must have a current and valid driver’s license and good driving record, own vehicle, and maintain insurance acceptable to the agency’s insurance carrier
To apply, please send your resume and a cover letter detailing why you’re an excellent fit for this role, to hiring@seafair.org by January 15, 2025.