Administrative Assistant

Downtown Phoenix Inc. - 30+ days ago
Job Description Position Description:

Provides administrative support to the Organizations senior management and Board members as needed. Must be able to think critically and strategically, be able to adjust seamlessly to daily changes, be able to handle confidential information, and to provide a professional face for the Organization. Serves as the primary point of contact for internal and external constituencies on executive leadership scheduling matters, as well as the liaison to the board of directors and senior management teams.

Heres what Im thinking: this new position can handle administrative tasks for the 6 of us, and handle scheduling for RJ, John and me. I want everyone to benefit from the additional support, but John, RJ and I really need the executive assistance.

Job Duties:

Assist executive leadership, which includes DPI CEO, CMO & PCA ED, as needed with any work issues. Scheduling appointments, preparing/sending out communications, making travel arrangements, etc.
Assist all senior management with administrative functions (making copies, providing assistance with supply orders, etc.)
Administrative coordination with the rest of the Admin/IT/Finance department including serving as receptionist for the office, answering general line phone calls, responding to general inbox e-mails, picking up and sorting mail, etc.
Manage Board of Directors Meetingsschedule and send out meeting invites, secure information from staff, prepare and send out Board packets, secure meeting facilities, coordinate lunches, coordinate with outside speakers, assist with the preparation of presentations and other documents, responsible for preparation of minutes and legal notices, and assist as needed at the actual meetings.
Assist with of Board of Directors bylaws compliance and onboarding for new Directors on an annual basis
Assist with Board Subcommittees and other meetings (including taking minutes), as requested
Responsible for coordinating and securing Board signatures as necessary on checks
Tracking of City of Phoenix Formal and Subcommittee Council meeting agenda items and state legislative tracking pertinent to Downtown Phoenix and Downtown Phoenix Inc.
Assist with grant applications, as requested, for all affiliates
Administration and safeguarding of parking validation sheets.

Qualifications:
Bachelor's degree preferred
Bilingual a plus
Strong work tenure: 5+ years of administrative assistant experience, including supporting executives.
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point).
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners
Excellent written and verbal communication skills
Grant writing experience preferred or the desire to receive grant writing training
Problem-solving with strong decision-making capability
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to handle confidential information with discretion, be adaptable to various
competing demands, and demonstrate the highest level of customer/client service and response.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
Forward-looking thinker, who actively seeks opportunities and proposes solutions.

Desired Professional/Personal Characteristics:
Creative, enjoy working within a small entrepreneurial environment that is mission-driven, results-driven, community-oriented, ability to exercise good judgment in a variety of situations, strong written and verbal communication, administrative and organizational skills, ability to maintain a realistic balance among multiple priorities.
Company Description Were working tirelessly to build a better downtown
The sensory experience on the ground floor of any urban environment helps define the culture of a city, what people think about it, what they remember and what they love. Thats why improving the sidewalk experience is just one of many initiatives Downtown Phoenix Inc. (DPI) has created to cultivate a better downtown.

And were not alone. In addition to focusing money and manpower on sidewalk activation through marketing, events and the amazing work of the Downtown Phoenix Partnership, were working with business leaders from our membership organization, Phoenix Community Alliance, and a host of volunteer and community organizations to create a more walkable, interesting and vibrant community.
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