Administrative Assistant & Events

The City of Redmond is a thriving, culturally diverse community and home to over 80,000 residents. Redmond is the hub of an array of commerce and industry ranging from technology, aerospace, and gaming to biomedical and innovation start-ups. In this role, you will represent the city, and our values of service, integrity, accountability, belonging and stewardship.

The Administrative Assistant & Event Support position provides front desk, administrative, and event support for the Executive department and their direct manager. This position is in-person, office-based only (no hybrid or remote work), and plays a key role in supporting Council and the Executive department's events, including food coordination, on-site event assistance, and customer service for both internal and external stakeholders.

The role supports multiple events annually, including nighttime and weekend events, with routine food ordering coordination. Requires flexibility to work evenings and weekends as needed.

Schedule Details:
In-Office Only – M-F, up to 29 hours per week. The schedule will be determined with the immediate supervisor/manager. This is a supplemental, variable position and may not exceed 29 hours per week and 1,040 hours per year.

• Administer and maintain absolute confidentiality of work-related issues, client records and City information.
• Responsible for Mayor’s Office and Executive Department reception and front desk services; screen and direct calls and/or emails.
• Provide high-quality customer service to staff, council members, vendors, and the public.
• Provide administrative support to their direct manager and department.
• Calendaring and scheduling, including meetings and event timelines.
• Perform clerical duties such as filing, records management, maintaining documentation and organize and maintain the supply and conference rooms.
• Order office and event-related supplies.
• Assist with special projects and perform other administrative tasks as assigned; develop, update, maintain and retrieve data from spreadsheets, database programs and/or other sources.
• Enter invoices and contracts into the appropriate systems.
• Perform basic reconciliations and expense reporting using the department’s expense reporting app.
• Track purchases, expenses, and event-related costs to ensure accurate reporting.
• Maintain electronic and paper-based information, directories and filing systems including monitoring departmental updates, changes, deadlines and pertinent expiration dates.
• Utilize and maintain departmental management systems which include verifying data entry for accuracy, managing customer service requests, generating reports and tracking resources.
• Review and ensure work products for accuracy and completion; provide accurate and confidential data entry and data retrieval.
• Organize and update information on Department SharePoint sites.
• Create, update and maintain spreadsheets, documents and invoices ensuring accuracy and compliance to applicable rules and regulations.
• Manage and/or coordinate public records requests, records filing and archiving.
• Receive and distribute mail; arrange for mail pickup/drop off.
• Respond to questions regarding departmental events and procedures; provide guidance and direction to others as it pertains to these events and/or procedures.

• Coordinate food ordering for the Executive department meetings and council events, including vendor communication and order placement.
• Pick up food in person when required and manage delivery coordination, arrangements, and logistics.
• Requires flexibility to work evenings and weekends as needed. Locations may be on the Redmond Municipal Campus or in the Redmond area. The work schedule will be adjusted to adhere to the maximum hours per week.
• Provide on-site event support for council and department events; set up, food, materials, on-site support before, during, and breakdown – while tracking duties and working closely with the Legislative Coordinator.

• Knowledge of office practices, methods and procedures.
• Knowledge and skills in using a variety of MS Office products; including proficiency Outlook, Word, Excel,…